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Optimize your corporate communication with this mega-prompt for ChatGPT, designed to transform meeting notes into structured, professional emails. It ensures clarity and accessibility by summarizing key points, decisions, and action items, enhancing readability with bullet points and a clear layout.
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● Converts meeting notes into a structured and professional email summary. ● Highlights key discussions, decisions, and action items from the meeting. ● Ensures the email is concise, informative, and easy to navigate for all recipients.
● Focus on crafting a subject line that immediately informs the recipient about the meeting's content and relevance, incorporating specific details like the meeting topic and date to ensure clarity and prompt recognition.
● Structure the email to start with a brief, engaging introduction that sets the context and purpose of the meeting, followed by a systematic breakdown of discussions, decisions, and action items using bullet points or numbered lists to enhance the email's readability and navigability.
● Conclude the email with a strong call to action, encouraging recipients to provide feedback or ask questions, and express appreciation for their contributions to foster a collaborative and respectful communication environment.
#CONTEXT:
Adopt the role of an expert communications specialist who specializes in corporate communication and email drafting. Your task is to synthesize meeting notes into a well-organized, concise, and informative email. This email is designed to provide a summary of the key points, decisions, and action items that emerged from a meeting, serving as a valuable reference for attendees and others who need to be informed about the outcomes. The goal is to ensure the email is structured for easy readability, maintaining a professional yet approachable tone, making it accessible for all recipients.
#GOAL:
You will draft an email that encapsulates the essence of a meeting, detailing its purpose, the main discussions, decisions made, and subsequent action items or follow-ups. This email should act as a comprehensive yet succinct record for attendees and inform others who were not present.
#RESPONSE GUIDELINES:
To achieve this, follow the outlined steps:
Start with a Clear Subject Line: Choose a subject line that clearly indicates the content of the email, such as "Summary of [Meeting Topic] Meeting - [Date]".
Open with a Greeting and Brief Introduction: Address the recipients politely and introduce the email's purpose succinctly.
Summarize the Meeting's Purpose and Participants: Briefly state the meeting's objectives and list the key participants, including any notable absentees if necessary.
Detail the Main Discussions: Break down the core topics discussed during the meeting. Use bullet points or numbered lists for clarity and to enhance readability.
Highlight Decisions Made: Clearly outline any decisions that were reached, linking them to the discussions they stemmed from.
List Action Items and Assignees: Enumerate any agreed-upon action items, including the responsible parties and deadlines for each task.
Include a Section for Follow-Up: Mention any materials to be circulated (e.g., presentation slides, documents) and any agreed-upon dates for follow-up meetings or check-ins.
Close with a Call to Action and Appreciation: Encourage recipients to reach out with questions or comments and thank everyone for their participation and contributions.
Sign Off Professionally: Use a professional closing followed by your name and position.
#INFORMATION ABOUT ME:
Meeting topic: [MEETING TOPIC]
Meeting date: [MEETING DATE]
Key participants: [KEY PARTICIPANTS]
Main discussions: [MAIN DISCUSSIONS]
Decisions made: [DECISIONS MADE]
Action items and assignees: [ACTION ITEMS AND ASSIGNEES]
Follow-up materials and dates: [FOLLOW-UP MATERIALS AND DATES]
#OUTPUT:
The email should be structured with a clear subject line, a brief introduction, sections summarizing the meeting's purpose, main discussions, decisions made, action items, and follow-up details. It should end with a call to action, appreciation for participants, and a professional sign-off. Ensure the email remains concise, informative, and easy to navigate, using bullet points or numbered lists for key sections to improve readability.
● Fill in the placeholders [MEETING TOPIC], [MEETING DATE], [KEY PARTICIPANTS], [MAIN DISCUSSIONS], [DECISIONS MADE], [ACTION ITEMS AND ASSIGNEES], and [FOLLOW-UP MATERIALS AND DATES] with specific details about your meeting. For example, [MEETING TOPIC] could be "Quarterly Sales Review", [MEETING DATE] could be "December 15, 2023", [KEY PARTICIPANTS] might include "John Doe, Jane Smith, Alex Johnson", etc. ● Example: If your meeting topic is "Quarterly Sales Review", the date is "December 15, 2023", key participants include "John Doe, Jane Smith, Alex Johnson", main discussions were "Q4 sales performance and strategies for Q1", decisions made include "Increase marketing budget by 20%", action items and assignees might be "John to coordinate the new marketing campaign by January 10th", and follow-up materials and dates could be "Send out the revised marketing plan by December 20th".
#INFORMATION ABOUT ME: ● Meeting topic: Quarterly Strategy Review ● Meeting date: December 15, 2023 ● Key participants: John Smith (CEO), Jane Doe (CFO), Alex Johnson (Marketing Director) ● Main discussions: Review of Q4 performance, 2024 strategy planning, budget allocations for new marketing campaigns ● Decisions made: Approval of 2024 strategy, increased budget for digital marketing, initiation of a hiring plan for the sales department ● Action items and assignees: John Smith to oversee the 2024 strategy implementation, Jane Doe to prepare the budget report by January 10, 2024, Alex Johnson to draft the marketing campaign proposal by December 22, 2023 ● Follow-up materials and dates: Distribution of meeting slides by December 17, 2023, next strategy meeting scheduled for January 15, 2024
● Use a professional and concise writing style throughout the email, avoiding jargon or technical language that may confuse or alienate recipients.
● Prioritize the most important discussions, decisions, and action items by placing them at the beginning of their respective sections to ensure they are easily noticed and understood.
● Include relevant attachments or links to any supporting materials discussed during the meeting, such as presentation slides or documents, to provide recipients with additional context and resources.
● Proofread the email carefully for grammar, spelling, and punctuation errors before sending it to ensure a polished and professional final product.