{"id":"pro-np-board-minutes-actions","audience":"nonprofit","category":"meetings","technique":"context","title":"Turn board minutes into action items with real dates","free":false,"task":"You're the coordinator at a food bank and need the action items from Thursday's board meeting for the staff task list. You want exactly 4 numbered lines, each written as Owner - task - due date, with every due date as a calendar date (month and day) rather than 'in two weeks', under 70 words, plain text. Leave out the motion that failed. Write a prompt that gets you exactly that.","materialLabel":"Board meeting minutes (attached to your prompt automatically)","material":"Riverbend Community Food Bank - Board Meeting Minutes\nThursday, October 9, 6:00 pm, Fellowship Hall\n\nPresent: Gloria Weeks (chair), Tom Adeyemi (treasurer), Sun-Hee Park, Ray Castillo, staff coordinator (minutes)\n\n1. Treasurer's report accepted. Tom noted the Harvest Grant final report is due to the foundation. Tom will submit it within two weeks of today.\n\n2. Winter coat drive. Sun-Hee will confirm the drop-off sites with the three partner churches by next Friday.\n\n3. Motion by Ray to extend Saturday pantry hours to 3 pm. Discussion about volunteer shortage. Motion FAILED 2-3. Hours stay 9 am to 1 pm.\n\n4. Freezer repair. Ray will get two quotes for the walk-in freezer by October 20.\n\n5. Volunteer appreciation dinner. Gloria will book the venue by the end of the month.\n\n6. Gloria thanked everyone for the turkey drive. Sun-Hee shared photos from the fall festival. Long discussion about parking, no action.\n\nNext meeting: Thursday, November 13.\nAdjourned 7:40 pm.","rules":[{"type":"numberedItems","count":4},{"type":"maxWords","max":70},{"type":"plainText"}],"mistakes":[{"title":"Copying relative dates","why":"The AI repeats 'within two weeks' or 'next Friday', which means nothing on a task list a week later.","fix":"Add: \"Turn every deadline into a calendar date, counting from Thursday, Oct 9.\"","checks":["r1"]},{"title":"Not giving the line format","why":"The AI writes full sentences and some lose the owner or the date.","fix":"Add: \"Write each line as Owner - task - due date.\"","checks":["r0"]},{"title":"Treating the motion as a task","why":"The failed motion looks like an action, so the AI may list it.","fix":"Add: \"Skip the motion that failed and items with no action.\"","checks":["r2"]},{"title":"Letting the AI pick the layout","why":"The AI adds headings and bold names that don't paste into a task list.","fix":"Be exact: \"Exactly 4 numbered lines, plain text.\"","checks":["numberedItems","plainText"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for \"under 70 words\" and it often lands well over.","fix":"Cap each part instead: \"each line under 12 words.\"","checks":["maxWords"]}],"promptHints":[{"label":"Says how many lines","patterns":["\\b(4|four)\\b"]},{"label":"Gives the line format","patterns":["owner","who.{0,20}(what|task)","due date|deadline"]},{"label":"Asks for real dates","patterns":["calendar date","actual date","month and day","oct(ober)? 9","convert"]},{"label":"Skips the failed motion","patterns":["failed","motion","no action"]},{"label":"Sets a word limit","patterns":["\\d+\\s*words","word (limit|count)"]}],"hint":"A task list read next week needs real dates. Tell the AI the meeting date and to convert every deadline, plus what to leave out.","rubricLabels":["Each of the 4 lines gives an owner, a task and a due date, in that order","Every due date is a calendar date worked out from the meeting date (Tom: Oct 23; Sun-Hee: Oct 17; Ray: Oct 20; Gloria: Oct 31), with no relative dates like 'two weeks' or 'next Friday'","Leaves out the failed motion on Saturday hours and the no-action items (photos, parking), and adds no intro or closing line"]}