Meeting Notes to Actionable Records: Stakeholders, Actions, Incidents & Shots

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# From Raw Notes to Verified Office Records This collection guides you through a strict progression of four reusable prompts. The goal is to turn messy, unstructured text (meeting notes, chat logs, incident reports) into structured, auditable records without inventing facts. ## Prerequisites 1. **AI Chat Tool**: Any standard LLM interface that accepts pasted text (e.g., ChatGPT, Claude). No API keys or installations required. 2. **Raw Data**: You must have the actual source material: meeting transcripts, incident logs, or event schedules. 3. **Privacy Check**: Ensure you have permission to paste this data. Redact sensitive personal or commercial information before pasting. ## The Progression **Step 1: Map Stakeholders (`50a4b899-c4cc-48fb-91a2-1cfe30aa46f5`)** *Role*: Establish a neutral baseline of who said what. *Action*: Paste meeting notes to extract named parties, their stated positions, basis, and evidence strength. *Why*: Before assigning tasks, you must know exactly who holds which view. This prevents misattribution by labeling evidence as `explicit`, `implied`, or `unclear`. **Step 2: Extract Actions (`a7cdc10d-46a7-4273-a857-651747981c9b`)** *Role*: Convert discussion into a work register. *Action*: Turn rough minutes into a Markdown table with Action, Owner, Due Date, and Status. *Constraint*: If the source does not name an owner or date, these fields remain **blank**. Tentative words like "maybe" are never upgraded to firm commitments. **Step 3: Timeline Incidents (`f0f33817-8fde-4806-a732-ab3e4fe69cd2`)** *Role*: Document non-meeting events (outages, complaints). *Action*: Order log entries strictly by provided timestamps. Conflicting times are shown side-by-side; untimed entries are grouped separately. *Output*: A factual narrative and a draft follow-up message for manual review. **Step 4: Plan Event Shots (`a909b218-97cc-4a4c-bab7-11a9106fa9aa`)** *Role*: Forward-planning for events. *Action*: Turn a schedule into a checklist of one image per moment, specifying framing and must-show elements. *Why*: Applies the same "no-invention" discipline to planning: if details are missing, the row is marked `needs more detail` rather than guessed. ## Verification & Limitations - **Traceability**: Every row in the output must trace back to a specific phrase in your input. Delete any row that cannot be traced. - **No External Actions**: These prompts do not send emails, schedule calendar events, or access external databases. They only process the text you paste. - **Human Review Required**: The outputs are drafts. You must verify that the extracted actions and timelines align with reality before sharing them. - **Fictional Examples**: All examples within the prompts are illustrative only and do not represent real test results.