Meetings end. The follow-up doesn’t happen.

The plan

Turn notes into a verified action list and email. This is a manual, AI-assisted workflow: you copy approved inputs into Claude, check the output, and move the accepted result into your existing process. Start with the synthetic example below.

You need access to Claude and your team’s approved document or spreadsheet workspace. Use only data your business permits in those services. Tool plans and limits vary; this walkthrough does not require an API connection.

1. Prepare a small, useful input

Use approved written meeting notes. Give each meeting an ID and date, and number the lines. Create a sheet with meeting_id, action, owner, deadline, source_line, draft and status. Avoid uploading a recording or transcript without permission.

Use this fictional sample for your first run:

MEETING M17
L1: Alex will send an outline.
L2: Client asked about Friday availability. Priya will check.
L3: No delivery date agreed.

2. Give Claude a precise job

Open a new chat at claude.ai. Paste the prompt below, then paste the sample after it under a heading called INPUT. For a PDF, attach the sample file to the chat instead. Keep the source and instructions clearly separated.

Extract agreed actions into action, owner, deadline and source_line. Use UNKNOWN when the notes do not confirm a field. Separate a request from a commitment. Then draft an email under 120 words containing only supported commitments. Mention unresolved questions without answering them. Do not infer dates from the meeting day.

INPUT:
[Paste the sample or your approved source here.]

Read the response before continuing. If required columns are missing, ask: “Return the same result using every requested column. Mark unsupported fields UNKNOWN.” Do not fill gaps by asking the model to guess.

3. Check against the expected result

Alex → send outline → deadline UNKNOWN → L1. Priya → check Friday availability → deadline UNKNOWN → L2. The draft must not promise a Friday start or delivery.

4. Put the checked result to work

Ask the meeting owner to verify each action against the original notes. Confirm recipients outside the model. Edit any uncertain wording, send manually, and record the actual next actions in your project system. If the notes change, review the revised draft again.

Keep a status of draft, needs clarification, approved, or completed beside each item. A draft is not a completed action. If the service is unavailable, use the original source and your normal manual process.

5. Test the awkward cases

Test notes with no agreed actions, a vague “next week,” and a proposal that was rejected. Expected results are no invented task, a date clarification, and no commitment to the rejected proposal. Count unsupported promises as a failed draft.

Run the same cases again after changing the prompt or source. Keep the input, output, correction, and reviewer decision together. Expand only when someone can reliably check the results.

If the result is off

Narrow the input to one record and recheck the source. For missing facts, ask the process owner. For an unsupported statement, remove it and add an explicit constraint to the prompt. If the same failure repeats, do the task manually until the source or instructions are fixed.

Scope: This is an original illustrative recipe with synthetic data, adapted from the field guides below. It is not a live-tested integration or a claim of time saved. Claude’s file-upload documentation explains supported attachments; the copy-and-paste path does not need file uploads.