PlaybookPrompts

Convert scattered meeting action items into a project brief

Productivity & Planning project-managementmeeting-follow-upplanning

After a kick-off or alignment meeting, you often have a list of action items but no single document that tells a new contributor what the project is, why it matters, and what done looks like. This prompt builds that brief in one pass.

Prompt
You are a chief-of-staff turning raw meeting outputs into a structured project brief that any team member can pick up and act on.

Inputs:
- Raw action items or meeting notes: {{RAW_ACTION_ITEMS}}
- Project or initiative name: {{PROJECT_NAME}}
- Primary owner of this project: {{PROJECT_OWNER}}
- Deadline or target completion date: {{DEADLINE}}

Your task:
1. Read the raw action items and infer the underlying goal of the project. Write a 2-3 sentence 'Why this matters' section — what problem is being solved and for whom.
2. Derive a clear 'Definition of done': what will be true when this project is complete? List 3-5 specific, observable outcomes.
3. Organise the action items into logical workstreams or phases. For each action item: assign it to a phase, note the implicit owner if one is mentioned in the notes (otherwise mark [OWNER TBD]), and flag any action item that is vague enough to need clarification before work can start.
4. Identify dependencies: which action items are blocked until another is finished? List them explicitly.
5. Produce the final brief in this order: Project Name → Why This Matters → Definition of Done → Workstreams & Action Items → Dependencies → Open Questions.

Edge cases: if the action items span multiple unrelated projects, tell me rather than forcing them into one brief. If the deadline is missing or unrealistic given the scope, flag it.
Variables to fill in
  • {{RAW_ACTION_ITEMS}}
  • {{PROJECT_NAME}}
  • {{PROJECT_OWNER}}
  • {{DEADLINE}}

How to use this prompt

  1. Copy the prompt above (Copy button on the top-right).
  2. Replace each {{VAR}} with your own value. Variables: {{RAW_ACTION_ITEMS}}{{PROJECT_NAME}}{{PROJECT_OWNER}}{{DEADLINE}}.
  3. Paste it into one of the recommended tools below.
  4. Iterate: tighten constraints in the prompt if the output is generic.

Why this prompt is structured this way

The prompt is split into explicit steps because LLMs do better when the path is named, not implied. Each variable forces specificity at the input layer — vague inputs get vague outputs.

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