If you've ever sat through a sales pitch, a product demo, a weekly project management check, a team workshop or a brainstorming session, you know the drill. You wrap up, everyone nods, but a week later, it's like half of it never happened.
That's where meeting notes come in. And not just any notes - we're talking about smart, AI-powered summaries that are instantly available, comprehensive, and loaded with action items and next steps. It's about making every meeting count; ensuring no idea or task falls through the cracks and not wasting hours to write the minutes or the executive summary.
What are Meeting Notes?
Meeting notes are essentially your meeting's highlight reel. They're critical for capturing the essence of discussions, decisions made, and actions to be taken (What next steps? Who leads this? Who supports or needs to be involved? For when / What's the ETA?). Think of them as a tool that keeps everyone on the same page, ensuring that the team's efforts are aligned and moving forward together.
The Importance of Meeting Notes in Sales
AI meeting notes can revolutionize the sales process in several key ways, enhancing efficiency, accuracy, and overall performance. Here are the four most important uses of AI in meeting notes within a sales context:
- Lead Qualification and Follow-Up: AI analyzes conversations to pinpoint leads' needs and pain points, helping sales teams get full context, tailor follow-ups and prioritize leads more effectively.
- Action Item Tracking: Automates the extraction and tracking of action items from meetings, ensuring tasks are completed and enhancing team accountability.
- Sales Coaching and Insights: Offers real-time analysis of sales meetings, identifying successful tactics and areas for improvement, which aids in personalized sales coaching.
- Enhanced Team Collaboration: Provides clear, concise summaries of sales interactions for easy sharing with other experts who can be involved in the deal, full integration with CRM systems, keeping the entire team aligned and informed.
The Best Types of Prompts to Write Meeting Notes
Crafting the perfect prompt is about understanding the nuances of what makes information valuable and actionable:
- Conciseness and Clarity: Aim for prompts that distill the meeting's essence into actionable insights and clear takeaways.
- Action Items Identification: Focus on prompts that extract and list action items, assigning clear responsibilities, leaders and deadlines.
- Key Decisions Documentation: Ensure prompts emphasize capturing the key decisions made, providing a reference point for all team members.
- Follow-Up Questions Inclusion: Craft prompts that encourage the documentation of any follow-up questions or areas needing clarification, enhancing the meeting's effectiveness.
- Integration of Visuals and Data: Utilize prompts that guide the inclusion of relevant visuals or data, making the notes more comprehensive and useful.
- Preparation for Next Steps: Design prompts that help in outlining the agenda or topics for the next meeting, keeping the momentum going.
How AI is Revolutionizing Meeting Notes?
Speed and Efficiency
AI tools like ChatGPT offer the ability to quickly summarize meetings, capturing essential points and action items in real-time, greatly reducing the turnaround time for disseminating meeting outcomes.
Enhanced Accuracy and Comprehensiveness
Through natural language processing, AI can ensure that meeting notes are not only accurate but also comprehensive, covering all discussed points without bias or omission.
Action Items Highlighting
AI excels at parsing discussions to highlight action items and responsibilities, making it clear who is accountable for what, thereby enhancing task follow-up and completion rates.
Integration of Data and Visuals
With AI, integrating data and visuals into meeting notes is streamlined, ensuring that all relevant information is included for a more informative and engaging summary.
Continuous Improvement Feedback Loop
AI can facilitate a feedback loop by generating prompts for post-meeting evaluations, helping to continually refine and improve the meeting process and outcomes.
8 Best ChatGPT Prompt For Better Meeting Notes
You’ll need your meeting transcript in order to get meeting notes. You can use a tool like Claap to record your meetings for free and get a full transcript of it, which includes the text of all discussions from every speaker.
Prompt 1: Executive Summary
Quickly synthesize high-level insights.
Prompt:
📄 Executive Summary Prompt
🎯 Key Outcomes: Summarize the primary objectives achieved and the major insights gained during the meeting.
🔄 Strategic Decisions: Highlight significant decisions made, including their anticipated impact on future strategies.
Guidelines:
- Keep the the summary brief and clear, capturing the essence of the meeting in under 2 minutes of reading.
- Use a visual structure, such as bullet points or clearly defined sections, to improve readability.
- Incorporate relevant data discussed during the meeting to support analyses, decisions and next steps.
This prompt instructs ChatGPT to craft an executive summary that not only touches upon the essential outcomes and decisions but also anticipates future strategies and acknowledges stakeholder input. It's structured to provide a 360-view of the meeting's strategic depth for executives and decision-makers.
Prompt 2: Meeting Minutes
Capture the details comprehensively.
Prompt:
📄 Meeting Minutes Prompt
Develop detailed meeting minutes that include:
📋 Attendees: List all participants along with their roles and departments.
🗣️ Discussion Points: Summarize the topics discussed, including debates or alternate viewpoints.
✅ Decisions Made: Record decisions made, who made them, and the rationale behind them.
📌 Action Items: Specify assigned tasks, responsible individuals, and deadlines.
📊 Data & Insights: Highlight any data presented or insights shared that influenced the meeting.
🔄 Follow-Up: Note agreed-upon follow-up meetings or checkpoints.
This expanded prompt ensures that ChatGPT captures every critical aspect of the meeting, from attendee roles to detailed discussions and decisions. It's designed to leave no stone unturned, providing a complete record that ensures clarity and accountability for all involved.
Prompt 3: Sales Discovery Notes
Enhance understanding of the client's needs and evaluate their fit as a potential customer to progress the sales process effectively.
Prompt:
📄 Sales Discovery Summary Prompt
Compile a thorough summary that includes:
🎯 Client Needs: Describe the client's expressed needs, challenges, and goals.
🛠️ Proposed Solutions: Detail potential solutions discussed to address the client's needs.
🤔 Questions & Clarifications: List any questions the client had and the clarifications provided.
✅ Action Items: Outline next steps for both the sales team and the client, including any documents or information to be exchanged.
💬 Feedback: Note initial client feedback or reactions to the proposed solutions.
This prompt guides ChatGPT to generate a summary that focuses on uncovering the client's needs and outlining how the sales team plans to address them. It ensures a structured approach by including actionable steps, recording client feedback, and providing a clear path forward. It is designed to help effectively summarize any discovery call. You can also find here the best prompts for Cold Call Scripts.
Prompt 4: Sales Meeting or Sales Demo Notes
Streamline your sales strategy discussions.
Prompt:
📄 Sales Meeting Overview
Craft a detailed overview that includes:
🎯 Meeting Objectives: Clarify the goals set for the sales meeting and whether they were achieved.
📊 Customer Insights: Document insights into customer behavior, preferences, or feedback shared during the meeting.
🛠️ Product Updates: Summarize any new product features, updates, or offerings discussed.
✅ Action Items: List detailed action items for the team, specifying roles, responsibilities, and timelines.
💡 Decisions: Highlight key decisions made regarding strategies, pricing, or customer approach
📈 Performance Metrics: Review any sales performance metrics or targets discussed during the meeting.
💬 Feedback: Note initial client feedback or reactions to the demo or discussions
This prompt helps ChatGPT to produce a sales meeting summary that not only covers the basics but dives deeper into customer insights, product updates, and performance metrics, ensuring a holistic view of the sales strategy and execution plan. You can also try for free our Tool for "AI Summarizer for Sales meetings" or find here the best prompts for Sales Demo Scripts.
Prompt 5: Customer Success Notes
Monitor customer engagement, usage, and satisfaction levels.
Prompt:
📄 Customer Success Meeting Insights
Construct a detailed report that includes:
🎯 Customer Feedback: Capture specific feedback from customers on products or services.
🛠️ Solution Optimization: Discuss solutions or adjustments proposed to enhance customer satisfaction.
📈 Success Metrics: Review key metrics or KPIs that measure customer success and any changes over time.
✅ Action Items: Enumerate actions to be taken to address customer concerns, including responsible parties and deadlines.
🔄 Follow-Up Plans: Outline plans for ongoing customer engagement, including scheduled check-ins or updates.
💡 Innovative Ideas: Note any new ideas or suggestions for improving customer experience or engagement.
🤔 Strategic Changes: List any changes within the client organization, its Go-to-Market strategy, or its results that would be important context to follow up on in future meetings.
This prompt ensures ChatGPT captures the essence of customer success meetings, focusing on direct feedback, actionable solutions, and plans for continuous improvement. It's designed to foster a proactive approach to customer satisfaction and loyalty, while also identifying upsell opportunities or churn risks.
Prompt 6: User Research Notes
Compile insights from user interactions.
Prompt:
📄 User Research Findings
Compile a comprehensive summary that includes:
🎯 Research Objectives: State the goals of the user research and whether they were met.
🧐 Key Insights: Highlight significant findings about user behavior, preferences, and pain points.
📊 Data Analysis: Summarize data collected during the research, including user surveys, interviews, or usability tests.
✅ Action Items: List recommendations for product or service improvements based on research findings.
🔄 Next Steps: Define further research or validation needed.
💬 Stakeholder Feedback: Include any feedback from stakeholders on the research findings and proposed actions.
This prompt directs ChatGPT to focus on delivering a detailed synthesis of user research activities, findings, and implications for product development, ensuring that actionable insights are clearly identified and aligned with stakeholder expectations.
Prompt 7: Team Update Notes
Efficiently summarize internal team communications after a weekly team meeting.
Prompt:
📄 Team Update Summary
Create a detailed summary that includes:
🎯 Team Achievements: Highlight successes and milestones achieved by the team.
📈 Progress Tracking: Provide an update on ongoing projects, including current status and any challenges encountered.
✅ Action Items: List specific tasks assigned, including deadlines and responsible individuals.
🔄 Upcoming Goals: Outline the objectives for the upcoming period.
💡 Ideas and Suggestions: Encourage the sharing of new ideas or suggestions to improve team performance or processes.
🤝 Team Feedback: Summarize feedback or concerns raised by team members and any proposed resolutions.
This prompt guides ChatGPT to craft a summary that not only updates on the team's progress and achievements but also fosters an environment of open communication and continuous improvement by highlighting new ideas and addressing feedback.
Prompt 8: Training Session Notes
Outline key takeaways, learnings, and tips from training sessions.
Prompt:
📄 Training Session Recap
Provide a detailed recap that covers:
🎯 Training Objectives: Outline the goals of the training session and assess whether they were achieved.
📚 Content Covered: Highlight the key concepts, skills, or knowledge areas discussed.
✅ Action Items: Assign follow-up tasks or activities to reinforce learning.
📝 Assessments: Summarize any assessments or evaluations performed and their results.
🔄 Feedback and Improvements: Gather feedback from participants on the session and suggestions for improvement..
📈 Next Steps: Identify areas for further development or future training needs.
This prompt is designed for ChatGPT to summarize training sessions comprehensively, capturing the essence of what was taught, evaluating learning outcomes, and setting the stage for continuous learning and improvement.
Get Meeting Notes Instantly With Claap
Claap allows you to record your meetings and get a transcript along with an AI-generated summary. Record your screen, deliver a quick message and then embed the video straight into your emails, webpages, or anywhere.
And the best part is, you don't need to be an AI or GPT expert. Claap’s built-in summary builder lets you choose from various templates and instantly generates meeting notes with follow-up tasks, key points, and more.
Try it for FREE right here.
