When creating meeting minutes by feeding transcription text to an LLM, the prompt makes all the difference. A simple "summarize this" often returns generic, unhelpful output.
Here are 10 prompt templates optimized for different meeting types — copy and use them directly.
1. Regular Team Meeting
Create minutes from the following team meeting transcript.
- Each member's progress update (name and content)
- Announcements and shared information
- Key discussion points
- Decisions made (bullet points)
- Action items for next meeting (assignee + deadline)
Remove filler words and be concise.
2. Brainstorming Session
Organize ideas from the following brainstorming transcript.
- Theme/topic
- All ideas listed (grouped by category)
- Support and concerns for each idea
- Top 3 most-supported ideas
- Next steps
Include speaker names where identifiable.
Organize opinions as-is without adding judgment.
3. Client Sales Meeting
Create a sales report from the following meeting transcript.
- Client info (company, attendees, titles)
- Client's stated challenges and needs
- Our proposal content
- Client reactions (positive/negative/questions)
- Pricing and terms discussion
- Competitor mentions
- Next steps (actions, deadlines, owners)
- Deal probability indicators
Record client statements accurately, preserving nuance.
4. One-on-One Meeting
Create a recap from the following 1:1 meeting transcript.
- Current work status and challenges
- Concerns or difficulties expressed
- Manager feedback and advice
- Career and growth topics discussed
- Agreed action items
- Follow-up items for next session
Omit personal topics; record work-related content only.
5. Project Kickoff
Create a project brief from the following kickoff meeting transcript.
- Project name and objectives
- Scope (in-scope / out-of-scope)
- Key milestones and timeline
- Role assignments (members and responsibilities)
- Risks and concerns
- Communication rules (tools, frequency)
- Next meeting date
6. Sprint Retrospective
Create a retrospective report from the following transcript.
- Good (what went well)
- Problem (what didn't go well)
- Try (what to try next sprint)
Use bullet points with specific episodes or numbers where available.
Distinguish team consensus from individual opinions.
7. Hiring Interview
Create an interview evaluation from the following transcript.
- Candidate background summary (from self-introduction)
- Key points from each question's answer
- Technical skills and experience highlights
- Communication and culture-fit impressions
- Questions from the candidate and responses
- Overall assessment
Base evaluation on interviewer statements only — do not add AI opinion.
8. Incident Review / Post-Mortem
Create a post-mortem report from the following incident review transcript.
- Incident summary (date/time, impact scope)
- Timeline (detection → response → recovery)
- Root cause
- Prevention measures (short-term and long-term)
- Owners and action items
- Lessons learned
Record technical details accurately.
9. Executive / Board Meeting
Create an executive summary from the following board meeting transcript.
- Department report highlights (include revenue, KPIs, numbers)
- Topics requiring executive decisions and discussion
- Resolutions (approved/rejected/deferred)
- Risks and concerns raised
- Action items before next meeting
Record numbers accurately. Be concise and precise given the confidential nature.
10. Workshop / Training
Create a training report from the following workshop transcript.
- Theme and objectives
- Key learning points (by section)
- Group work content and outcomes
- Participant questions and comments
- Instructor responses and additions
- Participant reactions and feedback
- Next steps and follow-up
Tips for Using Prompts
1. Always Specify the Meeting Type
"Regular standup" and "client pitch" require completely different output formats. Stating the meeting type helps the LLM structure output appropriately.
2. Specify What to Exclude
"Omit small talk" or "skip personal topics" — explicit exclusion criteria improve output quality.
3. Customize for Your Needs
These templates are starting points. Adapt them to your company's minutes format and team priorities.
Conclusion
The key to great AI meeting minutes is matching the prompt to the meeting type. Regular standups and brainstorming sessions need completely different information, so using the right template dramatically improves minutes quality.
WhisperApp's LLM integration lets you save these prompts as templates and apply them with one click. The entire workflow — transcription, prompt application, minutes creation — completes within a single app.
