Templates For construction project admin teams

Turn meeting notes into decisions and actions, for construction project admin teams

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.

This is the version for construction project admin teams. The steps and checks are the same as in the general template; each prompt carries one added line about your setting, and the examples are from your kind of work.

Sample results: runs and scores on this page are illustrations while testing is set up. How we test

Bring: Meeting notes

Use This TemplatePrepare a prompt for your own AI chat.

Who it is for: Project coordinators, assistant project managers and site administrators who write up the owner, architect and contractor meeting or a subcontractor coordination call.
Time: 5 minutes

Edit this version

Other Formats and Files

The Step 1 chat prompt under Use This Template is the quick start. Choose a full prompt chain, checklist, Claude skill or n8n file when that destination fits your work. Checked Instructions, below, run the whole job with a hard check after every step.

Choose one format

Prompt chain
Copy each step into ChatGPT or Claude, one after another.
Checklist
Follow the steps and check off the checks by hand.
Claude skill
A folder Claude loads, so it follows the steps by itself.
n8n file
Import into n8n and connect your own AI account.

This job also comes as Checked Instructions: the whole job in one set, with a hard check after every step. See the Checked Instructions on the general template.

Using a download:How to use this in n8n How to install a Claude skill

The same job, with and without the template

Sample

This comparison uses the Typical sample. Try an input below for a result guide matched to each sample.

One plain prompt

Turn these meeting notes into decisions and actions. (The same notes are pasted below.)

Meeting summary: Owner, architect and contractor meeting 14, Elm Street clinic addition, October 13

Decisions

Approve change order 7 for the added floor drain.
Inspect the exterior wall mock-up on October 22.
Move the interior framing up to cover the roofing delay.

Actions

Colleen to answer RFI 22.
Mateo to resubmit submittal 31 and update the schedule.
Priya to send the schedule.
Hal to confirm who pays for temporary heat.

Next meeting: October 27.

Problem:It lists the framing move as decided when the notes say no decision, gives the resubmittal of submittal 31 to Mateo, who only reported on the weather, and drops Colleen's date of October 16.

With this template

Decisions

Swipe sideways to see all columns

#	Decision	Source line
1	Approve change order 7 for the added floor drain, 3,200 dollars, no time added	approve change order 7 for the added floor drain, 3,200 dollars, no time added. Carried, all in favor.
2	Inspect the exterior wall mock-up on Thursday, October 22 at 9 am	Agreed the exterior wall mock-up will be inspected Thursday, October 22 at 9 am.

Actions

Swipe sideways to see all columns

#	Action	Owner	Due date	Source line	Follow up
1	Answer RFI 22, door hardware at the east entry	Colleen	Friday, October 16	Colleen will answer by Friday, October 16.	OK
2	Send the revised three-week look-ahead schedule	Priya	NOT STATED	Priya will send the revised three-week look-ahead schedule.	FLAGGED: no date

Open questions

Swipe sideways to see all columns

#	Open question	Who answers	Source line
1	Whether to move the interior framing up to fill the roofing gap	NOT STATED	Talked about moving the interior framing up to fill the gap.
2	Who pays for temporary heat if the doors arrive late	NOT STATED	Hal asked who pays for temporary heat if the doors arrive late.
3	Who will resubmit submittal 31, curtain wall	NOT STATED	Someone needs to resubmit it.

Check:Every item quotes its note: Both decisions quote their line from the notes, and the framing move is left out because the notes say no decision.
Check:Every action has an owner and a date, or is flagged: Both actions have an owner, and the one with no date (the look-ahead schedule) is flagged for you to fix.
Check:Every open question says who answers: All three questions have an entry under Who answers; each reads NOT STATED because the notes name no one.
Check:Every action quotes its note: Two source lines across the actions, each copied from the notes.
Check:Nothing was added that is not in the notes: Every decision, owner, date and question traces to a line in the notes.

Use This Template

Add your material below. Logic Lab prepares Step 1; you copy it into your own AI and check the answer there. The site does not run the workflow.

Example materialSample

Choose a sample

Typical: An owner, architect and contractor meetingEasy: A short site safety huddleTricky: Coordination call with a withdrawn change order and a delay question

Four tidy lines with one agreed change, two actions with owners and dates, and no open questions.

Meeting notes (needed)Meeting name and date (optional)

Step 1 Chat Prompt

Review the exact prompt, then paste it into your own AI. For later steps, use the chat chain in Other Formats and Files.

You are an experienced meeting secretary who writes careful, neutral records.
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.

Your task is to read the meeting notes below and find every decision: something the group agreed, chose, approved, changed or stopped.

Meeting: Site huddle, October 12

Meeting notes:
Site huddle, Monday, October 12. Present: Mateo, Rosa.
Agreed to move the dumpster swap from Tuesday to Wednesday, October 14.
Rosa will tell the framing crew by Tuesday, October 13.
Mateo will confirm the hauler's delivery window by Tuesday, October 13.

Rules:
- Use only what is in the notes. Do not add decisions that are not written there.
- Copy the source line word for word from the notes into the Source line column. Copy a short part if the line is long, but do not change any words.
- Do not merge two decisions into one row. Do not include actions or open questions. Do not give advice or comments.

Return exactly one markdown table and nothing else:
| # | Decision | Source line |

If there are no decisions, keep the table and add one row that says "None found".

Send to AICopy and open ChatGPTCopies this result and opens a blank chat. Paste and review it there.

Before Step 2, check: Every item quotes its note.

What This Sample Should Produce

Record the move of the dumpster swap to Wednesday, October 14. Rosa tells the framing crew and Mateo confirms the hauler window, both by Tuesday, October 13. The open-questions list should be empty.

A result guide for this invented input, not an AI reply.

Want to see where the materials, steps and checks fit? Watch the general template being built.

The steps, and the check on each

Step 1: Pull out decisions
Find every decision in the notes, and copy the line each one comes from.
Hands back: A table of decisions, each row with the line it came from.
Check:Every item quotes its note
A plain rule. If it fails, run the step again (the n8n file does this for you).
Step 2: List the actions
Find every action, with its owner and date, and flag any that are missing one.
Hands back: A table of actions, each with an owner, a due date, the line it came from and an OK or FLAGGED mark.
Check:Every action has an owner and a date, or is flagged
A plain rule. If it fails, run the step again (the n8n file does this for you).
Step 3: Note open questions
List the questions the meeting left open, and who should answer each.
Hands back: A table of open questions, each with who should answer it and the line it came from.
Check:Every open question says who answers
A plain rule. If it fails, run the step again (the n8n file does this for you).

After the last step

Check:Every action quotes its note
A plain rule. If it fails, run the step again (the n8n file does this for you).
Check:Nothing was added that is not in the notes
A second look by the AI. If it fails, run the step again (the n8n file does this for you).

What you need first

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

Ways to adapt it

If your team tracks actions in a tool, change the actions step to return one line per action in the shape your tool imports (for example a spreadsheet row).
If your notes come from an automatic transcript, add a first step that removes filler words and speaker labels before pulling out items.
If you only need actions, delete the first step and the lines in the later steps that refer to its decisions.
Change NOT STATED and FLAGGED to the words your team uses, but change them in every step and in the checks too.

Change this version in the Editor. Its added context stays in every prompt and the general template stays separate.

Notes for construction project admin teams

Only a motion that carried, or something the notes say was agreed, is a decision. A comment that a change "looks fine" is not.
An RFI, a submittal or a change order is named by its number and subject, as the notes give them. Do not merge two numbers or guess a status.
Where the notes name a firm or a role (the architect, the mechanical sub) and no person, keep it as written as the owner.
A schedule date is only as firm as the notes make it. "Next week" or "once the footings are poured" is flagged as no date.
A line about delay days, notice periods or who pays for extra work stays as written and short. It is for the contract administrator or a lawyer, so do not summarize it into a conclusion.

The scoring guide

Each template check has a criterion marked met or not met; a person must still make the handed checks. (The guides in Quality rate a whole piece of work on three levels.) Under each one is how the real run scored.

Download the scoring guide (Markdown)

Every item quotes its note
A plain rule
Meets:Every decision quotes the line of your notes it came from, word for word.
Does not meet:A decision has no source line, or the quote is not in your notes.
Open model on our own machine:Met
Every action has an owner and a date, or is flagged
A plain rule
Meets:Every action has an owner and a due date, or is marked for follow up.
Does not meet:An action has a blank owner or date and is not marked for follow up.
Open model on our own machine:Met
Every open question says who answers
A plain rule
Meets:Every open question names who answers it.
Does not meet:An open question has no name beside it.
Open model on our own machine:Met
Every action quotes its note
A plain rule
Meets:Every action in the final list quotes a line that is really in your notes.
Does not meet:A final action has a missing or reworded quote.
Open model on our own machine:Met
Nothing was added that is not in the notes
A second look by the AI
Meets:Every decision, action, owner, date and question comes from your notes.
Does not meet:The lists contain an owner, date or item that the notes never gave, or one that was changed.
Open model on our own machine:Met

Open model on our own machine: met 5 of 5

Learn from this template

Each step hands the next one a list in a fixed shape: decisions first, then actions, then open questions, each tied to its line in the notes. A fixed shape lets the next step use the result and lets a check read it.

Where to see it: step 1 (Pull out decisions); step 2 (List the actions); step 3 (Note open questions).

Read the guide: Hand-offs Take the lesson: Hand-offs (lesson 5)

More to read:Worked example: meeting notes Where a person must look Adapting a template

Practice:Spot the mistake: meeting notes

How to write it:How to write meeting minutes

Which one fits?

Use Write up a decision in one minute when one decision needs its own record, with the reasons and a date to look at it again.
Use Pull key facts into a table when you want named facts, such as dates and amounts, laid out in a table from any kind of text.
Use Run a lessons-learned review when a project or event has ended and you want changes for next time, not a record of one meeting.
Use Rewrite for a different reader when the notes are right as they are and must be told again, with every fact kept, for someone who was not in the room.
Use Hand off a task to someone else when you already do the work and are passing it to someone who has not done it before, not turning notes into actions.

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Last run: October 17, 2026: Open model on our own machine, qwen3:14b, checked by qwen3.6:27b
Tools and versions: Open model on our own machine, qwen3:14b, checked by qwen3.6:27b
What was checked: The files, against each tool’s import format, and 1 run, each check’s finding recorded.
Version: 1.0
What changed: First release.

Report a problem with this template How we test

Turn meeting notes into decisions and actions, for construction project admin teams

How it runs

The same job, with and without the template

One plain prompt

With this template

Runs and scores

Open model on our own machine, qwen3:14b, checked by qwen3.6:27b

Use This Template

Step 1 Chat Prompt

The steps, and the check on each

Step 1: Pull out decisions

Step 2: List the actions

Step 3: Note open questions

After the last step

What you need first

Ways to adapt it

Notes for construction project admin teams

The scoring guide

Learn from this template

Which one fits?

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