#011 [Business Efficiency Series] Organize Meeting Notes at Lightning Speed with AI!

Do you have these concerns after a meeting ends?

• The conversation jumps around, and I can't organize my notes

• It's hard to summarize them for a report to my boss

• It takes time to create an action list (to-do list)

Actually, by just feeding them into AI, your messy notes can turn into "usable meeting minutes". To help you use this immediately, this article introduces how to organize meeting notes using a concrete example in 5 steps that even beginners can follow.

By reading this article, you will...

Be able to organize "scattered notes" after a meeting using AI and convert them into ready-to-use minutes.

Practical Example: Organizing a Project Regular Meeting

※ To make it easy to copy and paste, I will add "◆◆◆" before the prompt examples.

◎ Original notes to prepare (handwritten level)

　・New service (name TBD) release goal → 10/15
　・Marketing: SNS ad draft by 9/20
　・Sales: Should we do advance notice for existing customers? → Under consideration
　・Development: Progress is slightly delayed. Cause: Response to external API (system integration function) changes
　・KPI (numbers to measure results): 3,000 registrations in the first month goal
　・Concerns: How to handle support QA system, FAQ (frequently asked questions) not yet prepared
　・Next meeting: 9/18 (Wed) 10:00 Online

Step 1 | Organize the main points

◆◆◆ Example of a prompt (instruction for AI) you can copy and paste

ーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーー

Please organize the following meeting notes into (1) a one-line summary and (2) 5 key points.

・New service (name TBD) release goal → 10/15
・Marketing: SNS ad draft by 9/20
・Sales: Should we do advance notice for existing customers? → Under consideration
・Development: Progress is slightly delayed. Cause: Response to external API (system integration function) changes
・KPI (numbers to measure results): 3,000 registrations in the first month goal
・Concerns: How to handle support QA system, FAQ (frequently asked questions) not yet prepared
・Next meeting: 9/18 (Wed) 10:00 Online

ーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーーー
Please enter it into the input field like this

AI result image example

• Summary: The new service is scheduled for release on 10/15. Marketing preparation and development delays are the issues.

• Key Points

  1. Marketing: Create SNS ad draft by 9/20

  2. Sales: Advance notice to existing customers is under consideration

  3. Development: Delayed due to external API (system integration function) response

  4. KPI: Goal of 3,000 registrations in the first month

  5. Support system: FAQ (frequently asked questions) is not yet prepared

Step 2 | Separate Decisions from Pending Items

◆◆◆ Example Prompt (Instructions for AI) You Can Copy and Paste

Continue as is and enter the following prompt (instructions for AI) into the input field:

Please categorize these meeting notes into 'Decisions', 'Pending Items', and 'Risks/Concerns'.

Example of AI Result Image

• Decisions

  • Release Goal: 10/15

  • Marketing: SNS Ad Draft Deadline 9/20

• Pending Items

  • Sales: Method for advance notification

  • CS (Customer Support Department): How to prepare the FAQ (Frequently Asked Questions) system

• Risks/Concerns

  • Development: Delay risk due to API (system integration function) support

Step 3 | Create an Action Plan (Action List)

◆◆◆ Example Prompt (Instructions for AI) You Can Copy and Paste

Please extract 'who, by when, and what to do' from the meeting notes in a table format.

Example of AI Result Image

Step 4 | Summarize by Target Audience

◆◆◆ Example Prompt (Instructions for AI) You Can Copy and Paste

Please summarize this content by separating it into 'For Management (brief)' and 'For Team (detailed)'.

Example of AI Result Image

• For Management
  Maintain the 10/15 release target. Development delays are a risk. Advertising proposals are due 9/20. FAQ preparation has not yet started.

• For the Team
  Release on 10/15. Marketing ad proposals are due by 9/20. Sales is considering advance notifications. Development is delayed due to API (system integration feature) support. CS needs to prepare the FAQ (Frequently Asked Questions). The next meeting is 9/18 at 10:00.

Step 5 | Converting to Email and Next Action Plan (Agenda)

◆◆◆ Copy-Paste Prompt (AI Instruction) Examples
Email Conversion Prompt

Please turn these meeting minutes into an email for my supervisor. Provide 3 subject line options, and structure the body as: Conclusion -> Decisions -> Actions -> Next Schedule.

Subject Line AI Result Image Example

• [Shared] New Service Progress and Next Actions (9/18 Regular Meeting)

• [Key Points] 10/15 Release Target / Ad Proposals Due 9/20

• [Action Requested] Development Delay Risk and FAQ Preparation

◆◆◆ Copy-Paste Prompt (AI Instruction) Examples
Action Plan (Agenda) Conversion

Based on this content, please create an agenda for the next meeting with 5 items.

AI Result Image Example

Next Meeting Action Plan (Agenda) (9/18 Regular Meeting)

1. Confirmation of New Service Development Progress (API Support Status)

2. Marketing Progress (SNS Ad Draft Status)

3. Consideration of Sales Measures (Advance Notification to Existing Customers)

4. Preparation of Customer Support Structure (FAQ Preparation)

5. Organizing Issues to Achieve KPIs (3,000 Registrations in the First Month)

How was it?

You feel like you've suddenly stepped up, don't you?
But it's okay. You might feel anxious if someone tells you to "do it all at once." Asking AI for help is actually very simple.
Try just one step at first, that kind of mindset is fine.

Once you feel, "Oh, I actually did it!", try expanding to two steps, then three steps.
What's important right now isn't doing it perfectly, but
gaining experience in letting AI handle it.

Today's Learning Nugget

AI can instantly convert "messy notes" into "documents anyone can read."
Leave the meeting minutes to AI and increase your own thinking time!

Next Preview

#012 [Hobby Edition] Leave Travel Planning Entirely to AI!
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#012 [Hobby Edition] Leave Travel Planning Entirely to AI!

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[#010.5: Before Moving to AI Practice]

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[#000: What You Can Do with Free AI]

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[What is Min-AI?]

Mini Glossary (For Beginners)

• API (System Integration Function)
  A mechanism that connects software together. Connecting a map app to store information is also an API.

• KPI (Key Performance Indicator)
  Metrics used to check goal achievement, such as the number of registered users or sales.

• FAQ (Frequently Asked Questions)
  A collection of questions users often have and their answers.

• CS (Customer Support Department)
  The department that handles inquiries from customers.

• Trello (Task Management App) / Notion (Information Organization App) / Asana (Task Management App)
  Useful tools for managing progress as a team. You can share action lists created by AI immediately by pasting them here.

• Markdown (Simple Formatting Rules)
  A method for writing headings and tables using symbols. AI often outputs tables in this format.

• Slide Conversion (Preparing for Presentations)
  Organizing content to be short and easy to read for meeting materials or presentations.

• Agenda (Action Plan)
  Something everyone seems to like using for some reason lately.