In this article you’ll get:

• A simple “Meeting → Decisions → Actions” workflow you can repeat
• A clean tracker format (owner, due date, status, dependency)
• Copy-paste prompts for minutes, follow-up emails, and action dashboards
• A quick “risk & sensitivity scan” for confidential details

If you’ve ever left a meeting thinking, “So… what exactly did we agree on?” — you’re not alone. In humanitarian and NGO work, meetings move fast, names get missed, decisions get buried, and follow-ups become “that thing we’ll do later.”

The solution is not longer minutes. It’s a simple system: capture decisions, turn them into actions, and track them publicly (within your team) until closed.

AI can do the heavy lifting—structuring, summarizing, drafting, and converting notes into a tracker—while you remain the owner of accuracy and accountability.

The core idea: 4 outputs from every meeting

The 10-minute workflow (before you send anything)

The action tracker template (use this every time)

Copy-paste prompt pack

Replace bracketed text. Paste your notes exactly as they are (after redaction).

Prompt 1: Decisions & actions extractor

You are an operations coordinator.

Task:
From these meeting notes, extract:
A) Decisions (clear, 1 line each)
B) Action items in a table with columns: Action | Owner | Due date | Status | Dependency | Notes
C) Blockers/risks (bullets)
D) Open questions (bullets)

Rules:
- Do not invent names, dates, or commitments.
- If owner or due date is missing, write: "TBD" and flag it.
- Keep actions concrete and verifiable (a person can finish it).

Meeting notes:
[PASTE NOTES HERE]

Prompt 2: Draft the follow-up email (short + clear)

Draft a professional follow-up email based on these decisions and action items.

Email requirements:
- 120–180 words
- Start with 1 sentence summary of purpose
- List decisions (max 4 bullets)
- List action items (max 6 bullets) with Owner + Due date
- End with next check-in time as: "Next check-in: [DATE/TIME TBD]"

Inputs:
Decisions:
[PASTE]
Actions table:
[PASTE]

Prompt 3: Delta summary (what changed since last meeting)

Write a DELTA summary: only what changed since the last meeting.

Rules:
- No background.
- Only new decisions, changes in status, newly surfaced risks, or new deadlines.
- Max 120 words.

Inputs:
Previous tracker snapshot:
[PASTE LAST MEETING ACTIONS/STATUS]
Current tracker snapshot:
[PASTE CURRENT ACTIONS/STATUS]

Prompt 4: Sensitivity scan (red flags)

Scan these meeting outputs for sensitive/confidential risks.

Flag anything that includes:
- personal data (names linked to allegations, phone numbers, addresses)
- precise movement plans or sensitive locations
- security-sensitive details
- internal HR/disciplinary content that should not be widely shared

Return:
1) Flagged items
2) Suggested redactions
3) A safer rewritten version

Text:
[PASTE MINUTES / EMAIL DRAFT HERE]

Examples: “good actions” vs “bad actions”

Final checklist (before you hit send)