# Turn meeting notes into decisions and actions, for construction: checklist

Turn rough meeting notes into a clean list of what was decided and who will do what by when, with each item tied to the line in the notes it came from.

**Context for this version:** The notes come from a construction project meeting, such as an owner, architect and contractor meeting, and the record may be used later to show who agreed to what and when.

## Before you start

- [ ] Have ready: Meeting notes
  Paste the notes or transcript as they are. Messy is fine.
- [ ] Have ready: Meeting name and date (optional)
  For the heading of the record, for example "Weekly ops call, Oct 14".

## Step 1: Pull out decisions

- [ ] Find every decision in the notes, and copy the line each one comes from.
- [ ] You have: A table of decisions, each row with the line it came from.
- [ ] Check: Each quote in the Source line column appears in the meeting notes, with shortened fragments in the same order.
  A plain rule you can check by eye. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.

## Step 2: List the actions

- [ ] Find every action, with its owner and date, and flag any that are missing one.
- [ ] You have: A table of actions, each with an owner, a due date, the line it came from and an OK or FLAGGED mark.
- [ ] Check: Every row of the table has something written in "Owner", "Due date" and "Follow up" (a blank or a dash does not count).
  A plain rule you can check by eye. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.

## Step 3: Note open questions

- [ ] List the questions the meeting left open, and who should answer each.
- [ ] You have: A table of open questions, each with who should answer it and the line it came from.
- [ ] Check: Every row of the table has something written in "Who answers" (a blank or a dash does not count).
  A plain rule you can check by eye. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.

## Final checks

- [ ] Check: Each quote in the Source line column appears in the meeting notes, with shortened fragments in the same order.
  A plain rule you can check by eye. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.
- [ ] Check: Compare the open questions in the work to check with the original meeting notes. Does every question, and every name given as the person who answers it, come from the notes, with nothing added or changed? The decisions and actions below are shown only so you can see which items belong to them.
  Checked by a second AI prompt. If not: Run the step once more, and add what was wrong to the end of the prompt. If it still does not pass, fix it by hand and make a note of it.

## You end up with

- [ ] A table of decisions and a table of actions, each item tied to its source line.
- [ ] A short list of actions that still need an owner or a date.
- [ ] A table of open questions, each with who should answer it.

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From Logic Lab (logiclabhq.com). Free to use and adapt, with credit.