Free printable · Flash Mission · Meeting Notes to Action Items
The Recap Card
One page for the ten minutes after a meeting. Four buckets, one rule, one gate. Print it, fill it in before the meeting leaves your head, and send the recap yourself.
If the notes don't say who or when, the recap says "unassigned." It never guesses.
1 · Actions
One line each. If any box in the row is empty, the line moves to bucket 4 — it does not get a guess.
| Name | Will do what | By when | Priority |
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2 · Decisions
What got settled — including what you decided not to do. The "no" is the one people forget first.
3 · Summary
Three sentences. What it was about, what changed. Someone who was there should nod, not squint.
4 · Unassigned
Real tasks with no name, no date, or both. Read this list out loud at the start of the next meeting.
Human-Owned Zone
"We should," "someone needs to," and "let's look at" are discussion, not actions. They go here or nowhere. If you use an AI tool to shape the recap, it proposes the buckets — you confirm every owner and every date. It never assigns work to someone who wasn't asked.
5 · The gate before you send
Any unchecked box means fix it before it goes to the room.
- Named — every action has a person's name. No "we," no "the team."
- Dated — every action has a date you heard in the room or confirmed after.
- Traceable — every name and date was actually in the notes. Nothing invented.
- Not promoted — no discussion became an action without a commitment.
- True summary — describes the meeting that happened.
- Unassigned present — the list is written out, not dropped.
- Clean — nothing sensitive that shouldn't leave the room.
6 · The ten-minute pass
Same order, every meeting. If you're rushed, shorten the summary — never skip the gate.
Dump · 2 min
Raw notes, as they are. Scrub them before they go anywhere.
Shape · 1 min
Run your saved recap prompt, or sort by hand on this card. Then look for the name nobody said.
Own · 5 min
Fix every wrong owner and every made-up date. Move the orphans to Unassigned.
Send + save · 2 min
A person sends it. Then save the prompt next to your notes app so next time is one paste.
Before you paste anything real
Use notes that are already fine to share, or scrub them first — swap real names for [NAME], drop any number you'd protect, and put the details back yourself. Board, legal, and HR performance notes never go into a public AI tool.
Want the whole kit?
The seven prompts (typed notes, photos, transcripts, and one that hunts the invented lines), the Meeting Scribe standing instruction, the five frameworks and the full build live in the Library alongside the interactive session canvas.