Master Your Meetings: The Ultimate AI Meeting Minutes Generator

There is a universal truth in business: everyone hates taking minutes, but everyone relies on them. The gap between a productive meeting and a waste of time often lies in the documentation. Did we actually decide anything? Who owns that task? When is it due?

Turning rough, frantic notes into a polished, professional document used to take hours of manual formatting. Not anymore. The MiraclePrompts Meeting Minutes Wizard is designed to take your raw brain dump—or a full transcript—and structure it into perfect minutes instantly. By customizing specific parameters like tone, audience, and detail level, you ensure the AI doesn’t just “summarize,” but actually understands the context of your business.

Here is your step-by-step guide to filling out the Wizard for maximum impact.

Phase 1: Defining the Container

Before the AI can process what was said, it needs to understand the environment in which it was said. These first steps set the boundaries for the output.

Step 1: What type of meeting was this?

Why it matters: AI models hallucinate context if you don’t provide it. A “Strategic Planning Session” requires a visionary, big-picture summary, whereas a “Daily Standup” requires rapid-fire, tactical bullet points. Telling the AI the meeting type primes its internal logic to look for specific kinds of information.

• Daily Standup: Select this for quick status updates where “blockers” are the priority.
• Client / Sales Call: Focuses the AI on client pain points, objections, and next steps.
• Board / Executive Meeting: Shifts the focus to high-level governance and final decisions, ignoring minor operational weeds.

Step 2: Desired Tone & Formality

Why it matters: This controls the “voice” of the document. If you send “Strictly Formal” minutes to a casual creative startup team, you look out of touch. If you send “Conversational” notes to a Board of Directors, you look unprofessional. This setting adjusts the vocabulary and sentence structure.

• Strictly Formal: Uses “The Board resolved to…” language. Great for legal or compliance records.
• Professional & Direct: The gold standard for most internal corporate communications. Concise and neutral.
• Bullet-point Brevity: Removes all connective tissue. Just facts. Best for engineers and developers.

Step 3: Primary Output Format

Why it matters: This determines the physical layout of the text. Do you need a document to file in a folder, or an email to copy-paste? Asking for the wrong format often leads to formatting errors (like broken tables) when you paste the result.

• Standard Meeting Minutes: A balanced report with headers, bullets, and paragraphs.
• Action Items & Decisions Only: Strips away 90% of the conversation to focus purely on “Who is doing what?”
• Executive Summary (TL;DR): Forces the AI to synthesize the entire hour into one paragraph. Essential for leadership updates.

Phase 2: The Meat & Potatoes

Now that the container is set, we need to tell the AI exactly what information to extract and what to ignore.

Step 4: Key Sections to Include

Why it matters: This is your document skeleton. Without explicit instructions here, AI often merges “Decisions” and “Discussions” into one messy paragraph. By separating them, you create a skimmable, useful document.

• Parking Lot / Open Issues: Crucial for capturing ideas that were discussed but not resolved. Prevents good ideas from being lost.
• Decisions Made: Isolates the “verdict” from the “argument.” This is often the most important section for stakeholders who missed the meeting.
• Agenda Overview: Helpful for formal records to prove that specific topics were addressed.

Step 5: Action Item Detail Level

Why it matters: Vague action items are where projects go to die. “Update the website” is a bad action item. “John to update the homepage banner by Friday” is a good one. This step forces the AI to hunt for accountability markers.

• Assignee + Deadline + Task: The most rigorous setting. If the AI can’t find a deadline in your notes, it may flag it as “TBD.”
• Priority Level: Asks the AI to infer urgency (High/Med/Low) based on the context of the discussion.
• Status: Useful for recurring meetings where you are tracking progress on ongoing items.

Step 6: Handling of Chit-Chat/Fluff

Why it matters: Transcripts are full of “Can you hear me?” and “How was your weekend?” Most of the time, this is noise. However, in culture-building meetings, that banter is valuable data. You decide how ruthless the AI editor should be.

• Remove Completely: The “Strict Business” filter. Cleans up the text significantly.
• Summarize ‘Ice Breaker’: A nice middle ground that acknowledges the team connected socially without transcribing the weather report.
• Keep Key Quotes: Essential for branding workshops or user research where the exact phrasing of a participant matters more than the summary.

Phase 3: The Polish & Delivery

The final phase ensures the output is readable, organized, and delivered to the right audience.

Step 7: Organization Method

Why it matters: How should the reader consume the information? Chronological is easy to write but hard to read. Organizing by “Topic” or “Decision” is much more user-friendly for business review.

• By Topic / Agenda Item: The most logical flow for business reviews. Groups scattered comments about “Budget” into one section, even if they were said 20 minutes apart.
• Grouped by Decision/Action: Turns the minutes into a checklist. Highly effective for project management.

Step 8: Formatting Style

Why it matters: This optimizes the text for the destination software. Markdown is great for Notion or Obsidian; HTML Tables are great for email or Word; Plain text is safest for copy-pasting into rigid corporate tools.

• Clean Markdown: Ideal for modern note-taking apps (Obsidian, Notion, Roam).
• HTML Table for Actions: Forces the AI to create a grid for the Action Items, making them pop visually.
• Email Ready: Avoids complex formatting that breaks when pasted into Outlook or Gmail.

Step 9: Who is the audience?

Why it matters: This is the ultimate filter. If the audience is “Internal Team,” the AI can leave in acronyms and shorthand. If the audience is “Public Record,” the AI will explain terms and sanitize sensitive internal debates.

• Internal Team: Assumes shared knowledge; retains shorthand.
• Client / External: Polishes language to be more diplomatic; removes internal friction or uncertainty.
• Executives Only: Drastically shortens the length and highlights risks and ROI.

Step 10: Context & Details

Why it matters: This is where the magic happens. You cannot generate minutes without source material. The higher quality your raw notes or transcript, the better the output.

• Raw Notes: Paste your bullet points, even if they are messy or contain typos. The AI will fix the grammar.
• Transcripts: If you use Zoom/Teams transcripts, paste the text here. (Note: If the transcript is massive, ensure your AI chat has a large enough context window).

How to Use Your Prompt Across Platforms

Once you generate your custom prompt with the Wizard, here is how different AI models handle the request:

• Claude (Recommended): Currently the best at maintaining a specific “voice” and adhering to strict formatting rules. It handles large transcripts exceptionally well without losing details.
• ChatGPT (GPT-4o): Excellent at reasoning. If your notes are very messy or imply decisions that weren’t explicitly stated, ChatGPT is great at connecting the dots.
• Gemini 1.5 Pro: The king of volume. If you have a 2-hour transcript, Gemini’s massive context window can ingest the whole thing without cutting off the end.
• Microsoft CoPilot: ideal if you are pasting the result directly into Word or Outlook, as it is tuned for enterprise formatting.
• Perplexity: Less useful for minutes generation (which is internal), but great if you need to fact-check statements made during the meeting against external data.

Power User Tool: NotebookLM

Don’t just let your minutes sit in a folder. Turn them into a database.

The Strategy: Save your AI-generated minutes as PDFs. Upload the last 10 meetings into Google’s NotebookLM.

The Payoff: You can now “chat” with your meeting history. Ask questions like:

• “Trace the history of the ‘Website Redesign’ decision—when did we first approve the budget?”
• “List all action items assigned to Sarah in the last month that are still marked as ‘In Progress’.”
• “Summarize the sentiment regarding the new marketing strategy over the last three meetings.”

🔮 MiraclePrompts Miracles: The Insider’s Playbook

Here are four specific ways to hack this wizard for results your boss won’t believe took you seconds.

1. The “Invisible PM” Hack
In Step 8 (Formatting), choose “Email Ready,” and in Step 10 (Context), add this note at the very top: “Draft this as an email from me to the team. Use a ‘Good job everyone’ sentiment.” The AI will generate the entire email body, ready to send, including the minutes.

2. The “Accountability Matrix”
Select “HTML Table” in Step 8 and “Assignee + Deadline” in Step 5. The AI will generate a grid that you can paste directly into Excel or Notion. It forces clarity on who owns what, removing the “I didn’t know that was my job” excuse.

3. The “Sentiment Sweep”
In Step 6 (Content Filtering), select “Keep Key Quotes” and in Step 7, choose “Other” and type: “Group by general team sentiment (Positive/Negative/Concerns).” This turns your meeting minutes into a morale check, highlighting areas where the team feels confident versus where they are anxious.

4. The “Jargon Buster”
If you are sending minutes to a new client or a junior employee, go to Step 9 (Audience) and select “Other,” then type: “Explain all acronyms and internal terms.” The AI will add a glossary or rewrite complex shorthand into plain English automatically.