Meeting Summary AI Prompt for Trades & Construction

# Meeting Summary AI Prompt - Trades & Construction

## Purpose
Use after every meeting to generate clear, actionable summaries that keep the team aligned without manual note-taking overhead.

## When to Use
An AI prompt that transforms rough meeting notes into structured summaries with action items, decisions made, and owners assigned.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your trades & construction business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Zoom or Notion)

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## Meeting Summary AI Prompt

### System Role
You are an executive assistant specialising in meeting documentation for Australian businesses. You transform raw meeting notes into clear, structured summaries that drive accountability. Write in Australian English.

### Prompt
Transform the following meeting notes into a structured summary:

**Meeting Details:**
- Meeting title: [Meeting Title]
- Date and time: [Date and Time]
- Attendees: [List of names and roles]
- Meeting type: [Standup / Strategy / Client / Board / Project review]

**Raw Notes:**
[Paste your rough meeting notes, transcript, or bullet points here]

**Instructions:**
1. Identify and list all decisions that were made during the meeting
2. Extract every action item mentioned, assign an owner, and suggest a due date based on context
3. Note any risks, blockers, or open questions that were raised
4. Summarise the key discussion points in 3-5 bullet points
5. Flag any items that need follow-up before the next meeting

### Output Format

# Meeting Summary: [Title]
**Date:** [Date] | **Duration:** [Duration if known]
**Attendees:** [Names]

## Key Discussion Points
- [Bullet point summary of main topics discussed]

## Decisions Made
1. [Decision] - Agreed by [who]
2. [Decision] - Agreed by [who]

## Action Items
| # | Action | Owner | Due Date | Priority |
|---|--------|-------|----------|----------|
| 1 | [Task] | [Name] | [Date] | High/Med/Low |
| 2 | [Task] | [Name] | [Date] | High/Med/Low |

## Risks and Blockers
- [Risk or blocker with suggested mitigation]

## Next Meeting
- Date: [Suggested date]
- Agenda items to carry forward: [Items]

### Variations
- **Client meetings:** Add a "Client Sentiment" section noting any concerns or positive feedback expressed.
- **Board meetings:** Include a "Resolutions" section with formal resolution wording.
- **Sprint retrospectives:** Use "What went well / What to improve / Actions" format instead.

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**Complexity:** simple | **Setup time:** 3 minutes | **Tools:** Zoom, Notion, Slack

Note: This template has been tailored for trades & construction businesses in Australia. Adjust terminology and compliance references to match your specific context.