Preparing for meetings

 Purpose

In the context of a meeting, two of the key components that need to be prepared are the agenda and the minutes. While these tasks can be time consuming and may not contribute directly to new work, they are essential for effective communication and record-keeping. Generative AI could potentially assist in streamlining such tasks.

 Prompts

Note: The following prompts were tested in Microsoft Copilot for Web. It is most suitable for language based generative AI.

Example 1. You have the meeting transcript file and want to make up a meeting minutes.

As a meeting clerk, your role involves consolidating meeting transcripts and crafting meeting minutes, adhering to the format of the previous meeting minutes. It’s essential to meticulously document any content that pertains to the agenda, including all decisions and conclusions. However, any discussions or content deemed irrelevant or unimportant to the meeting can be disregarded.

To assist you in discerning what is relevant to the meeting, the agenda will be provided for your reference.

Please note, the audio transcript can be found in the attached file you receive.

Agenda:

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<Paste here>

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Meeting <notes or transcript>:

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<Paste here>

"""

Important: Ensure you have the permission of everyone in the meeting if you are going to be taking a transcript and providing this to generative AI.

Example 2. You have the minutes of previous meeting, ask generative AI to suggest an agenda according to the minutes.

As the chair of the meeting, your responsibility includes preparing the agenda for the upcoming meeting. The minutes from the previous meeting are provided here for your reference. Please draft the agenda in accordance with these minutes.

Previous meeting minutes:

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<Paste here>

"""

 Explanation

1. The first prompt guides the generative AI to adopt the role of a meeting clerk tasked with preparing meeting minutes. This prompt instructs the AI to discern content relevant to the agenda and to compose the minutes in accordance with the format of previous minutes.

2. The second prompt guides the generative AI to take on the role of a meeting chair, tasked with preparing a meeting agenda based on the minutes of the previous meeting.

 Examples