After a meeting, what was agreed lives in everyone's memory, and every memory keeps a different version. What helps isn't a new tool but having the text of what was said and asking AI to organize it without adding anything.
Step 1. Get the text
You need the transcript: what was said, in writing. It can come from the tool you already use for calls, from an audio file you transcribe, or from your own notes pasted in.
Whatever the source, the step is the same: get the text somewhere you can paste it into an AI assistant.
Step 2. The prompt
Paste it along with the transcript:
Using the transcript of this meeting (meeting date: [write the date]), give me:
1. The agreements, one per line.
2. The to-dos, in a table with: task, owner, date, and the line from the transcript where it was said.
3. What was left undecided.
Use only what was said in the meeting. If an owner or date is missing, write "not stated." If someone gave a relative date ("on Friday"), copy it as said and don't turn it into a calendar date. Don't invent anything.
Step 3. Two minutes of checking
Read the table with the transcript beside it. The quote column tells you where to look. Check three things: that each owner really appears in the conversation, that the dates are the ones that were said, and that nothing you remember is missing.
What this method does badly
- It depends on the transcript. If the audio was bad or voices overlapped, the text will have errors and so will the table. Check names and figures.
- It can't understand what wasn't said. An "I'll take care of it" with no clear name, or an agreement made with a nod, doesn't make it into the text.
- It doesn't replace whoever runs the meeting. Closing with "so we're agreed on this" out loud gives the AI something clear to organize.
Who should skip it
- If the meeting covers client information that can't leave your systems, don't paste it into any assistant until you know where it's stored.
- If you already have a tool that summarizes your calls and it works, use the prompt only to compare its result with yours.
- If you're just starting with AI in your business, your first AI agent shouldn't decide anything: start with tasks like this one, which you review.
- If nobody agreed to be recorded, don't record or transcribe.
One thing we didn't test
We didn't test this prompt with a specific tool for this article. It's an instruction that asks the AI to stay within the text, which is why the check in step 3 isn't optional. Do your first run on a short, low-stakes meeting.
Before you record someone
Ask, and say it out loud: "I'm going to record this to pull out the to-dos, is that okay with everyone?" Rules on recording conversations vary by place and we're not lawyers, so check the ones where you are. Asking is the right move either way.
And if you're wondering how customers who ask an assistant for recommendations find you today, the SEO, GEO and AEO map explains it.
Tools change often. The prompt that forbids making things up works with all of them.
Keep reading
- Two assistants can get into your apps. You choose which ones - what you hand an assistant and what it decides
- Your first AI agent shouldn't decide anything: it should carry your messages - where to start with an agent
- Three new AI models in one week - Monday's roundup
- Anthropic and the banks said who approves what AI does - context on AI and decisions
Sources
The method and the prompt are Hub365's and were not tested with a specific tool. One source on how a tool turns audio into text:
- Add or discover new sources for your notebook, Google (Gemini Notebook help center), opened November 2, 2026 - https://support.google.com/gemininotebook/answer/16215270
