How to create professional Meeting Minutes using AI: Intermediate Tips

Have you ever been asked to create an overview of a meeting that took several hours? Never lose track of important decisions after a business meeting! Ensure every discussion, agreement, and action item is captured and easily accessible at any time. In this article, we will show you how to create meeting minutes using AI in four simple steps:

1. Create a transcript of the meeting.
2. Determine the template you want your meeting minutes to follow.
3. Collect more information (agenda, additional notes).
4. Send the prompt and all documents to a chatbot.

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No need to build your own solution. Our tool helps you quickly create clear, professional meeting summaries. Just upload your transcript, add any notes or the meeting agenda, and let the AI do the rest.

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But in case you would like to learn, here is the tutorial:

Step-by-step Guide

Meeting minutes are brief notes that capture what was discussed, what results this led to, and who is responsible for each action after a meeting. Let’s look at this process step-by-step.

1. Get the Transcript

Record your meeting. This used to be a secretary’s job, but modern technology handles meeting minutes faster and more systematically. Use Teams transcription or Otter.ai to generate and save the transcript.

2. Create a Template (or Use Ours)

Decide on a standard structure for your minutes. Some companies have specific requirements for their meetings and discussions. But to make your work easier, we offer this simple template that suits most cases.

3. Provide additional info, agenda and notes

To ensure a chatbot delivers a satisfying response, you can always provide some additional information. You can include:

• The context of a meeting
• Results of previous meetings
• Specific goals
• Objectives for the current interaction
• Other relevant details (key participants, or specific questions you need addressed).

You can either provide it as part of prompt messages or even as a separate document.

Another thing you can provide is the meeting agenda you were given prior to the meeting by the meeting organizers. This can help AI determine the important discussion points or identify unnamed participants in the transcript.

The more information a chatbot receives, the more detailed and specific the meeting minutes you get.

4. Prompt for ChatGPT

Gather all the information and ask ChatGPT. It seems simple enough. However, you likely do not want ChatGPT to respond like a generic chatbot. Therefore, craft your query as if you were addressing a qualified expert. We recommend using this prompt.

You are a professional meeting minutes generator. Your goal is to create a clear, well-structured, and formal summary of our monthly Sales Strategy Meeting. 
Context:
Participants include sales team leads and regional managers.
Topics covered include quarterly targets, sales pipeline updates, and marketing alignment.
Input Sources:
A transcript of the meeting will be provided.
Optionally, an agenda, a meeting minutes template, or additional context may also be included.
Output Expectations should match the template if provided, if not, feel free to follow your own rules.
Ensure the language is professional, concise, and free of filler. Highlight important conclusions or blockers. Summarize each point accurately without losing nuance or missing action items. Be consistent in structure and use of headings. Be consistent in structure and use of headings.
Once everything is done, create a Word document and insert the meeting minutes there.

Do not forget you can always change and tweak this so it works exactly the way you want, if you ask to export .docx format instead of .pdf you can also tweak last things yourself.

5. Try it out

Don´t forget to include the actual documents that the AI will be getting all the information from.

Your result will look like this:

Meeting Minutes
Meeting Title: Monthly Sales Strategy Meeting
Date/Time: May 26, 2025 at 10:00 AM
Location: Danube Conference Room, BlueChip Finance HQ, Vienna
Attendees
Alex – Board Meeting Coordinator
Ben – Board Member
Chris – Board Assistant
Non-Attendees
John – CEO (Absent)
Agenda
Q2 Financial Results & Year-End Forecast
AI Integration Pilot Review
Client Feedback – Digital Onboarding
2026 Strategy Preview
Talent Acquisition & Leadership Pipeline
Sustainability Progress & ESG Targets
Discussion
Next Board Meeting Date
Confirmed for Wednesday, September 17, 2025 at 2:00 PM in the Danube conference room.
Q2 Financial Results & Forecast
Reviewed preliminary figures; agreed to update year-end forecast after next month’s performance.
AI Integration Pilot
Pilot runs through August; KPI data to be compiled for a Q4 scaling decision.
Digital Onboarding Feedback
Clients requested smoother UI; team will gather three months of usage metrics for the next review.
2026 Strategy Preview
Early framework includes headcount planning and potential new market opportunities.
Talent Acquisition & Leadership Pipeline
Roadmap to address upcoming retirements and leadership gaps; HR to circulate draft by mid-June.
ESG & Sustainability Update
Lead reported on current benchmarks; next steps include rolling out carbon-offset proposals.
Decisions
Scheduled next board meeting for September 17, 2025 at 2:00 PM.
Retained venue: Danube Conference Room.
Approved agenda as outlined above.
Action Items
Action	Owner
Draft and circulate the formal agenda by next week	Ben
Compile KPI data for AI pilot and digital onboarding metrics	Chris
Send calendar invite and coordinate meeting logistics	Alex
Next Meeting
Date/Time: Wednesday, September 17, 2025 at 2:00 PM
Location: Danube Conference Room

Pros and Cons

Let’s have a look at the pros and cons of this method of creating meeting minutes.

Summary

As you can see, creating meeting minutes is simpler than you might think when you follow these steps:

1. Create a transcript.
2. Choose a template for meeting minutes.
3. Gather additional information.
4. Send the prompt and all documents to a chatbot.

Now, you can generate comprehensive meeting minutes in under five minutes using such well-known chatbots as Gemini, Mistral, or Grok.

Would you like to get a custom individual solution for your tasks? Find out how to create your own chatbot with our AI Meeting Minutes Generator from Flowhunt