{"id":"off-meeting-action-items","audience":"office","category":"meetings","technique":"format","title":"Turn meeting notes into action items for your tracker","free":true,"task":"You took the notes at Thursday's ops meeting and need to paste the action items into your team's tracker, which only accepts plain text. You want exactly 4 numbered lines, one per action item, each written as Owner - task - due date, under 70 words in total. Leave out ideas the group parked, and if a task changed hands during the meeting, list the new owner. Write a prompt that gets you exactly that.","materialLabel":"Your meeting notes (attached to your prompt automatically)","material":"OPS MEETING - Thu Nov 6\nPresent: Keisha, Tom, Ana, Raj, me (Jordan)\n\nPrinter on 3rd floor jamming AGAIN (3rd time this month). Ana will call the repair company and get a visit booked by Mon Nov 10.\n\nNew hire Ben starts Mon Nov 17 on the finance team. He needs a badge and a laptop.\n - Keisha to request Ben's badge from building security by Wed Nov 12.\n - Raj to order Ben's laptop so it arrives by Fri Nov 14.\n\nStanding desks for everyone? Raj loves the idea, Tom not sure. Too expensive this quarter. PARKED, revisit in January.\n\nHoliday party: Ana to send the team a shortlist of 3 venues by Thu Nov 13. Budget is the same as last year.\n\nIdea from Tom: monthly Friday team lunch. Parked until we hear back about the budget.\n\nLater in the meeting: Keisha is out Nov 10-14 (vacation, lucky her) so Tom takes over the badge request for Ben. Same deadline.\n\nCoffee machine is finally fixed. Someone keeps reheating fish in the microwave, please stop.\n\nNext meeting: Thu Nov 13, 10am.","rules":[{"type":"numberedItems","count":4},{"type":"maxWords","max":70},{"type":"plainText"}],"mistakes":[{"title":"Asking to \"list the action items\"","why":"The AI picks its own layout, often bullets under bold headings with extra notes, which won't paste cleanly.","fix":"Be exact: \"Exactly 4 numbered lines, one per action item.\"","checks":["numberedItems"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for a total word limit and it often lands over it.","fix":"Cap each part instead: \"Keep each line under 12 words.\"","checks":["maxWords"]},{"title":"Not giving the line format","why":"The AI writes tasks as sentences, so some lines lose the owner or the date.","fix":"Add: \"Write each line as Owner - task - due date.\"","checks":["r0"]},{"title":"Missing the handoff","why":"The AI often keeps the first name it saw for a task, even when the notes move it to someone else later.","fix":"Add: \"If a task changed hands, list the new owner.\"","checks":["r1"]},{"title":"Not saying where it goes","why":"Without a filter the AI adds a 'Here are the action items' intro, bold headings and the parked ideas.","fix":"Add: \"Plain text for our tracker. Only the 4 lines. Skip parked ideas.\"","checks":["plainText","r2"]}],"promptHints":[{"label":"Says how many items","patterns":["\\b(4|four)\\b.{0,20}(items|lines|tasks|action)"]},{"label":"Gives the line format","patterns":["owner","who.{0,20}(what|task)","due date|deadline"]},{"label":"Handles the handoff","patterns":["new owner","changed hands","reassign","took over|takes over","handed"]},{"label":"Sets a word limit","patterns":["\\d+\\s*words","word (limit|count)"]},{"label":"Asks for plain text","patterns":["plain","no bold","no markdown","no formatting","no headings"]}],"hint":"The AI doesn't know where this is going. Tell it how many lines, the exact line format and what to skip, and warn it that a task changed hands.","rubricLabels":["Each of the 4 lines gives an owner, a task and a due date, in that order (for example 'Ana - book printer repair visit - Nov 10')","Lists Tom, not Keisha, as the owner of Ben's badge request (due Nov 12), because the task changed hands later in the meeting","Leaves out the parked ideas (standing desks, monthly team lunch) and the chatter, adds no intro or closing line, and invents no tasks or dates"]}