Why you need this
Meetings consume 15-20 hours per week for the average professional, and administrative tasks—creating agendas, taking notes, extracting action items, sending follow-ups—eat up another 3-5 hours. That's nearly a full workday spent on meeting overhead.
The problem: Without structured processes, meeting documentation is inconsistent, action items get lost, and follow-ups are delayed or forgotten. Teams waste time searching for decisions, clarifying next steps, and recreating context from poorly documented meetings.
These templates solve that. They provide ready-to-use AI prompts that automate every stage of the meeting lifecycle—from prep to follow-up—ensuring consistent, high-quality documentation while reclaiming hours each week.
Perfect for:
- Managers coordinating multiple team meetings weekly
- Executive assistants managing calendars and meeting workflows
- Project managers tracking decisions and action items
- Remote teams needing clear meeting documentation
What's inside
Pre-Meeting Templates
Agenda Generator Prompt:
- Transforms meeting objectives into structured agendas
- Allocates time blocks based on topic complexity
- Suggests discussion frameworks for common meeting types
- Includes pre-read recommendations and prep questions
Meeting Brief Creator:
- Generates attendee briefings with context and background
- Summarizes relevant previous decisions
- Highlights key discussion points and desired outcomes
During Meeting Templates
Real-Time Note-Taking Prompts:
- Structured formats for different meeting types (standup, brainstorm, decision-making, retrospective)
- Captures key points, decisions, and dissenting opinions
- Organizes discussion by topic with timestamps
- Flags unresolved questions and parking lot items
Decision Documentation Template:
- Records decisions with rationale and context
- Documents alternatives considered and why they were rejected
- Tracks who made the decision and who needs to be informed
Post-Meeting Templates
Action Item Extraction:
- Converts rough notes into structured action items
- Assigns owners, deadlines, and dependencies
- Categorizes by priority and effort level
- Formats for project management tools (Asana, Monday, Jira)
Follow-Up Email Generator:
- Creates professional meeting summaries
- Highlights key decisions and next steps
- Tailors tone and detail level for different audiences (attendees vs. stakeholders)
- Includes calendar blocks for follow-up meetings
Meeting Summary Format:
- Executive summary (2-3 sentences)
- Key decisions with context
- Action items with owners and dates
- Open questions and blockers
- Relevant links and resources
How to use it
- Team meetings — Use agenda templates before the meeting, note-taking formats during, and follow-up generators immediately after
- Client meetings — Create professional briefings beforehand and polished summaries to send within 24 hours
- Executive updates — Transform detailed notes into concise executive summaries highlighting decisions and blockers
- Recurring meetings — Build consistency across weekly standups, 1-on-1s, and retrospectives with standardized formats
Example template in action
Input to AI: "Create a meeting agenda for a 45-minute product roadmap review with engineering, design, and product teams. We need to decide on Q2 priorities and discuss the new feature request from our largest client."
AI Output using template:
Meeting: Q2 Roadmap Review & Priority Setting
Duration: 45 minutes
1. Quick wins review (5 min)
- Engineering: deployment status
- What's shipping this week?
2. Q2 priorities discussion (20 min)
- Review proposed features (link to doc)
- Capacity assessment from engineering
- Design dependencies and timeline
- Voting on top 3 priorities
3. Client feature request analysis (15 min)
- Business case and revenue impact
- Technical feasibility and effort estimate
- Trade-offs with existing roadmap
- Decision: add to Q2, push to Q3, or decline?
4. Action items & next steps (5 min)
Pre-read: Q2 capacity plan (link), client feature spec (link)
This agenda provides structure, allocates time appropriately, and ensures all stakeholders come prepared.
Want to go deeper?
These templates cover meeting fundamentals. For comprehensive guidance on AI workplace tools:
- Guide: AI at Work Basics — Best practices for AI tools in professional settings
- Guide: AI Writing Assistance — Improve all your written communication with AI
- Guide: Prompting 101 — Get better results from AI assistants
- Glossary: Automation — Understanding workflow automation concepts
License & Attribution
This resource is licensed under Creative Commons Attribution 4.0 (CC-BY). You're free to:
- Share with your team or organization
- Customize templates for your meeting types
- Integrate into internal documentation
Just include this attribution:
"AI Meeting Assistant Templates" by Field Guide to AI (fieldguidetoai.com) is licensed under CC BY 4.0
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