Turn meeting notes into decisions and owned actions
AhaDo

Guide

Turn meeting notes into decisions and owned actions

Turn one meeting’s notes into decisions, actions and open questions. Replace names with roles where possible. Keep proposals separate from decisions and leave missing owners unassigned. The result is a draft for review, not approved minutes.

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1

Make a draft people can check

Use one meeting’s permitted notes. Remove names when roles are enough and leave private discussion out. This worksheet helps you prepare decisions, actions and questions; it does not record a meeting, contact participants or approve minutes. Write the draft yourself or choose one approved assistant. Keep the same tool through the exercise. A neat table cannot turn “maybe” into “agreed”.

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  1. Make a draft people can check

    Use one meeting’s permitted notes. Remove names when roles are enough and leave private discussion out. This worksheet helps you prepare decisions, actions and questions; it does not record a meeting, contact participants or approve minutes. Write the draft yourself or choose one approved assistant. Keep the same tool through the exercise. A neat table cannot turn “maybe” into “agreed”.

  2. Keep the five source lines together

    Fictional meeting notes — practice only. [M1] Decision: keep the pilot internal. [M2] Design lead will send two copy options on Friday. [M3] Someone suggested launching publicly next week; no decision was made. [M4] Legal review is needed, but no owner or due date was agreed. [M5] Next meeting: compare the copy options. Meeting date, calendar date for “Friday”, attendees and approval status are not supplied. Keep the relative wording until a participant confirms the date. No work is reported complete. Preserve M1–M5 when you edit; they are your route back to the source.

  3. Ask for decisions, actions and open questions

    Use only the supplied meeting notes and keep their source labels. Produce three sections: confirmed decisions, action items, and open questions. Label the document “Draft for participant review”. Include each item’s source label and a short exact quote. Actions need deliverable, explicitly stated owner, timing and completion evidence; mark missing details “not stated” and unreported completion “completion not reported”. Preserve relative dates as written and request the calendar date when ambiguous; do not calculate from today. For the fictional M1–M5 notes, keep Friday literal, the public-launch suggestion separate, the next comparison as an agenda item and unassigned legal review as an open question. For other notes, do not add those topics or dates. End with a short proposed confirmation message, not sent. Never invent attendees, approval, commitments or completed work. Notes:

  4. Compare with a complete review draft

    Draft for participant review — fictional example 1. Confirmed decisions D1. Keep the pilot internal. Source M1: “keep the pilot internal”. This does not approve a public launch. 2. Action items A1. Deliverable: send two copy options. Owner: design lead. Timing: “Friday”; calendar date not stated. Status: completion not reported. Evidence of completion: no sent message, link or files supplied. Source M2: “Design lead will send two copy options on Friday.” Do not mark this done because the meeting ended. 3. Open questions Q1. Public launch: a suggestion for next week, not an agreed plan. Source M3: “no decision was made”. Ask whether a decision is needed, who can make it and what must be reviewed first; none of those answers is supplied. Q2. Legal review: needed, unassigned, no due date. Source M4: “no owner or due date was agreed”. Ask who will take it and what date they accept. Do not assign the legal team just because the work is called legal review. Q3. Next meeting: compare the two copy options. Source M5: “compare the copy options”. Meeting date, chair and any approval decision are not stated. Q4. Confirm which calendar date “Friday” means in M2 before putting the action in a dated task list. Proposed confirmation message — not sent: “Please check this draft: the pilot stays internal, and the design lead will send two copy options on Friday. Which date is that? Who will own legal review, and what deadline can they accept? Public launch next week was a suggestion, not a decision. The next meeting will compare the copy options; please correct anything I missed.” Repair example: “Legal will approve the public launch by Friday” wrongly borrows Friday from M2, invents an owner for M4 and upgrades M3 to approval. Replace it with Q1 and Q2. If participants disagree later, record the new decision and its date separately; do not silently rewrite what these notes said.

  5. Check each promise against its source

    Read your draft beside M1–M5. Check all five lines are represented. For every owner, date and decision, point to the exact supporting words. Is Friday still attached only to the design action? Is public launch still undecided? Are legal review and its timing still unassigned? Is comparing copy still an agenda item? Is A1 still unconfirmed as completed? Try the wrong sentence from the example: cross out each unsupported part and write the corrected open questions in your draft. If the source conflicts or a date cannot be confirmed, keep it open rather than guessing. The checkboxes below record your review; they do not obtain participant approval or finish anyone’s work.

  6. Keep the draft and request confirmation

    Copy your reviewed draft before leaving; edited worksheet text is not saved here. If you are authorised to share it, send it through your usual approved channel and ask participants to correct the specific open points. AhaDo does not send the proposed message. Record replies separately with their dates; change an owner or deadline only after it is explicitly confirmed. Use the meeting-notes Task to choose a permitted execution path for another set of notes. Completion here means a review draft is ready, not that minutes are approved, messages were sent or action items are done.

Turn meeting notes into actions with AI Use confirmed meeting actions in your weekly report Turn an unresolved scope decision into a PRD draft

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