Separate discussion, decisions and actions
Use three headings. Discussion records useful context. Decisions records choices the group actually made. Actions records work someone has agreed to do. A proposal to “consider another supplier” belongs in discussion until a decision or task is confirmed.
Microsoft’s 2026 Work Trend Index describes the importance of human judgment and work design as AI takes on more execution. A reviewed action list is a practical application of that idea; an automatic summary alone does not establish agreement.
Check each action against the conversation
| Check | Weak version | Usable version |
|---|---|---|
| Specific outcome | Sort out the launch | Send the revised launch checklist for approval. |
| Accepted owner | The team | Alex, after confirming responsibility. |
| Clear deadline | Friday | 30 October 2026, 3 pm, agreed time zone. |
| Dependency | No detail | Requires the approved product description first. |
| Evidence of completion | Done | Approved checklist linked in the project record. |
The names and dates above are fictional. Do not turn tentative language into commitments. If the recording or notes are unclear, ask the participants rather than choosing the most plausible answer.
Keep uncertainty visible
Use a separate “Needs confirmation” list for conflicting dates, unclear owners and unresolved choices. Write the question and the person who can answer it. For example: “Was the delivery date approved or only proposed? Project lead to confirm.”
Do not silently clean away disagreement. A summary that falsely suggests consensus is less useful than a short, accurate record of the open issue. Include the meeting date and the version of the follow-up so readers can distinguish an updated decision from an earlier proposal.
Send a short, usable follow-up
A simple structure is: purpose, decisions, action table and open questions. Lead with the decisions that change someone’s work. Keep background material in a linked reference where appropriate. Ask owners to correct errors by a stated review time, but do not assume silence means approval unless the group has explicitly agreed that process.
Before using any recording or AI service, follow your organisation’s consent, privacy and data-handling rules. Remove information the recipients do not need, and check the recipients before sharing. The site’s AI meeting notes policy guide provides a separate starting point for team rules.
Close the loop at the next meeting
Start the next check-in with the previous actions: completed, blocked or changed. Record the evidence and the next decision needed. If the same task rolls over repeatedly, ask whether the owner, scope or dependency needs to change.
Use the meeting recap tool to turn reviewed notes into a clear follow-up. For a sample structure, see the meeting summary template. Use a project status update when the audience needs a wider delivery picture.
Create a reviewed meeting summary using your own information. Review the result before exporting or sharing.
Create a reviewed meeting summary →