Prepare a Meeting and Its Minutes with AI

Do you need to organize a team meeting and then write the minutes without missing anything? An AI can save you time on these repetitive tasks. This guide shows you how to hand over each step, from the agenda to the tracking table.

Set the Goal and Topics of the Meeting

Tell the AI why you are gathering the team, how long the meeting will last, and what you want to cover. It will suggest a timed agenda with a set time for each item.

Example request You are my assistant for preparing a meeting. Create a timed agenda for a [duration]-minute team meeting. Goal: [meeting goal]. Topics to cover: [list of topics]. End with time set aside for decisions.

Write the Invitation Email

Once the agenda is approved, ask the AI to write the invitation email. Specify the tone (formal or friendly) and what participants need to prepare.

Example request Write a clear invitation email for the meeting on [date] at [time], lasting [duration]. Add the agenda below and ask each person to prepare [item to prepare]. Tone: [formal or friendly]. Agenda: [paste the agenda here].

Protect Your Data Before Pasting Your Notes

Before you copy your notes into the AI, review them. The CNIL recommends avoiding, as much as possible, entering personal data into a generative AI. It also advises never sharing confidential information. Check your employer’s rules on AI use as well.

Replace names, phone numbers, addresses, and health or personal information with [brackets] before pasting your notes. This way, you keep the meaning of the meeting without exposing anyone.

Turn Your Notes into Structured Minutes

Paste your notes as they are, even if they are messy. Ask the AI to sort them into decisions, actions, owners, and deadlines. Also ask it not to make anything up when information is missing.

Example request Here are my rough notes taken during the meeting. Write structured minutes in four parts: decisions made, actions to take, owners, deadlines. When a name or personal detail appears, replace it with a bracket, for example [Owner 1]. If information is missing, write [to complete] instead of inventing it. Notes: [paste your notes].

Review and Correct the Minutes

The AI may misread your abbreviated notes. It may also invent an answer that looks correct. Check each decision, name, and date before sending the minutes. Correct anything that does not match what was said.

If a sentence in the minutes seems odd, ask the AI to rephrase that point based on your notes. Then compare it with your memory of the meeting.

Create an Action Tracking Table

To follow progress, ask for a table based on the corrected minutes. This table will help you follow up with the people involved.

Example request Based on the minutes above, create an action tracking table with the following columns: action, owner, deadline, status. Keep only the actions listed in the minutes. If an owner or date is missing, write [to complete].

Good Habits

• Check every AI answer: it can make mistakes or invent plausible information.
• Replace personal data with [brackets] before pasting your notes.
• Never share confidential information.
• Follow your employer’s rules on AI use.
• Reread the minutes and correct them before sending them.