AI can help with meeting notes, but only if it produces outputs your team will act on: decisions, tasks, risks, and concise summaries. The best prompts are specific, short, and tied to your follow-up workflow.
SmarterMeetings supports this by keeping meetings searchable (via /integrations), standardizing review and tasks (via features), and connecting follow-up to CRM (via Salesforce).
How to use these prompts
Use them during review, ideally within 24 hours. Pair this with: Meeting follow-up checklist for client-facing teams.
Also: prompts work better when meetings are easy to find. If your team is split across Fathom and Zoom, start with: The consultant's guide to a unified meeting inbox.
12 prompts (copy/paste)
- Decisions: "List the decisions made in this meeting. For each, include who agreed and any constraints."
- Action items: "Extract action items. Format as 'Owner — task (due date if mentioned)'. If owner is unclear, mark as 'Unassigned'."
- Risks: "Identify risks and blockers mentioned. Include impact and suggested next step."
- Open questions: "List open questions that must be answered before progress continues."
- Client recap: "Write a client-facing recap under 150 words with Decisions and Next steps bullets."
- Internal handoff: "Write internal handoff notes for the delivery team: what to do, what not to do, and why."
- Prep for next meeting: "Draft an agenda for the next meeting based on unresolved items, with 3 decision targets."
- CRM summary: "Write a Salesforce-ready summary: What changed, Next step, Risks. Keep under 200 words."
- Stakeholders: "List stakeholders mentioned and their roles, concerns, and commitments."
- Objections: "Extract objections/concerns and propose responses or data needed."
- Timeline: "Extract dates, deadlines, and dependencies into a timeline."
- Confidence check: "Where is the transcript ambiguous? List items that require human confirmation."
Make sure AI outputs match your system
Two pitfalls:
- Too many tasks (creates follow-up fatigue)
- Unverified CRM updates (creates bad data)
If Salesforce logging is part of your workflow, read:
- Salesforce call logging without copy-paste
- Which Salesforce fields to update from meeting notes (and which to leave alone)
If you want to operationalize this, review features and compare pricing.