TutorialsTake-Home Practice: Six Scenario Templates and the Red Lines
Six prompt templates sorted by meeting type, a universal blank minutes table, recording and transcription tools with the skill experience, and the four red lines you must hold.
The three prompts in lesson two are the main method, but real work is never just weekly meetings. This lesson splits the method into six templates by meeting type — match yours, fill in the blanks — then covers automating the input side and the red lines you must hold.
Six scenario templates
Each is a complete, copy-ready prompt. Replace the [bracketed] parts with your own material.
Template 1 · Weekly / standup
You are a meeting minutes assistant. Organise this weekly meeting transcript: 1) each person's progress this week (person/progress/blockers) 2) items needing cross-team coordination 3) what each person must do next week (item/owner/timing). Constraint: only use the transcript. Before you start, ask me three questions. [Transcript] [paste]Signature: progress reported person by person. The focus is blockers and next week's actions — progress itself can be brief.
Template 2 · Project review
You are a project assistant. From this project meeting transcript extract: 1) progress against milestones (ahead/on track/delayed) 2) blockers and risks (tag [risk]) 3) next actions (item/owner/deadline). Tag the responsible person separately for any delay. Before you start, ask me about the project background and milestones. [Transcript] [paste]Signature: tracking schedule and blockers. AI must know the milestones first, otherwise it cannot judge what counts as "delayed".
Template 3 · Retrospective
You are a retrospective coach. Organise this retrospective: 1) the three most important root causes 2) what went right (replicable) 3) what to improve (separate "resolved" from "needs ongoing attention") 4) next actions (table). Constraint: keep the original wording of key judgements. Before you start, ask me questions. [Transcript] [paste]Signature: root causes and lessons. The "keep the original wording" constraint matters — a retrospective's value often lives in one or two sentences.
Template 4 · Business / analysis meeting
You are a business analysis assistant. Organise this business review: 1) key metrics (table) 2) which targets were missed and by how much 3) growth / improvement actions 4) owner and deadline. Constraint: copy numbers verbatim, mark [?check] if unclear. Before you start, ask me questions. [Transcript] [paste]Signature: reading data and finding gaps. Numbers must be copied verbatim — this is where this course is most likely to go wrong (red line three below).
Template 5 · Cross-team coordination
You are a project coordination assistant. From this coordination meeting transcript clarify: 1) for each item the owner / supporting team / deadline / deliverable 2) points of disagreement (tag [disagreement]) and the conclusion 3) items to confirm. Output a responsibility matrix table. Before you start, ask me questions. [Transcript] [paste]Signature: division of labour and handovers. The responsibility matrix (who owns, who supports) is the only real output of this kind of meeting — do not turn it into prose.
Template 6 · Client / business meeting
You are a client liaison assistant. From this client meeting transcript extract: 1) the client's core asks (prefer their own words) 2) what we committed to and when we deliver (list every item) 3) our to-dos (item/owner/deadline) 4) the next follow-up date. Constraint: list every commitment we made, without omission. Before you start, ask me questions. [Transcript] [paste]Signature: negotiating and recording commitments. "List every commitment" is a hard constraint — miss one and it can become a complaint later.
A universal blank minutes table
Any meeting can be closed out with this table. Print it and fill it in by hand, or paste it straight into AI's format requirements:
| Meeting basics | Core summary | Topic points | Action list | To confirm |
|---|---|---|---|---|
| Name / time / type / chair / attendees | Under 150 characters: what was decided, who does what, where it is stuck | [decision] / [to-do] / [open] as separate lines | Item / owner / deadline / acceptance criteria | Items missing an owner or deadline |
The last column, "to confirm", is the essence — do not invent what was not settled. List it and ask one question after the meeting.
Automate the input side too
The downstream of minutes can go to AI; so can the upstream transcription:
| Tool | Use case | Notes |
|---|---|---|
| Tencent Meeting / Feishu Minutes / Tongyi Tingwu | Recording → transcript | Automatic transcription with speaker separation, free |
| Smart voice recorder | Offline meetings / interviews | Real-time transcription; bring it to important conversations |
| Doubao / DeepSeek / WorkBuddy | Transcript → minutes | Free; your main practice tools |
| SkillHub | Advanced one-click generation | See the skill experience below |
The method: hands off, mouth on
- Speak only: describe clearly what you want (e.g. "turn this meeting into minutes plus action items") and let AI take over;
- Judge only: AI gives the summary and action items; you revise and decide — you do not write from scratch;
- Sediment only: save the recipes that work as templates — settle once, reuse long term.
These three cannot be reordered. Many people skip the first two and jump to "sedimenting", ending up with a folder of templates they never actually used.
Skill experience
Once the method runs smoothly, you can hand the whole process to a dedicated Skill:
- Deep meeting minutes: transcript → decision-oriented minutes + action list + business mind map. Example command: "Turn this transcript into deep meeting minutes, tagging decisions, to-dos and open questions";
- Minutes + briefing in one: minutes archived and searchable + homophone correction + one-click monthly briefing + periodic to-do carry-over review. Example command: "Organise this meeting and archive it using the template".
The red lines
The first three are general; the fourth is specific to this course — minutes are special because they determine whether what happened in the meeting is preserved accurately.
- AI makes things up with a straight face: numbers, dates and names must be checked by hand — it sounds just as confident when it is wrong;
- Never feed it confidential or sensitive information: anonymise first, or do not feed it at all — what you send out cannot be taken back;
- The output is not the final version: your name is on it, and so is the responsibility — review it once yourself before it goes out;
- Watch the transcription homophones: nine out of ten transcription errors are homophones; when unsure, mark rather than guess, and never backfill numbers, amounts, names or titles — listen back and decide by hand.
The fourth deserves a second look: the danger of a transcription error is not that it reads oddly, but that it quietly swaps out a department name, a metric name or a person's name — and AI cannot tell. It simply writes on from the wrong word. When checking minutes, scan names, titles, numbers and amounts first.
Key takeaways from this lesson
| Remember this | Because |
|---|---|
| Match the six templates by meeting type | Weekly and retrospective minutes differ completely |
| Give the project review template your milestones | Without a reference point, AI cannot judge "delayed" |
| Business meetings: copy numbers verbatim | Numbers are the one thing minutes cannot afford to fudge |
| Client meetings: list every commitment | Miss one and it can become a complaint |
| Never drop the "to confirm" column | Do not invent what was not settled — ask after the meeting |
| Scan names, titles, numbers, amounts for transcription errors | Homophones swap key terms and AI cannot see it |
Hands-On: Transcript → Minutes → Action Items → Briefing
Using a product launch weekly meeting as the main case, three prompts in relay turn a raw transcript into structured minutes, an assignable action list and a one-page briefing — each with its full text and what to check.
Assignment: Compress a Meeting into One Page
Three levels in one assignment — reproduce the three runs with the sample transcript, run a real meeting and time yourself, then fix your own minutes workflow. All three required.