Guide
Meeting follow-up prompts that preserve the evidence
Extract decisions, owners and dates before asking AI to write the email. These five prompts keep suggestions separate from commitments.
A useful follow-up says what was decided, who agreed to do what and what still needs an answer. Use these prompts with a transcript or notes the assistant can actually access. Replace the meeting name and date, and keep any gaps in the record visible.
1. Find the right meeting
Find [meeting] from [date]. Identify the record you used. If more than one meeting matches, show the candidates before summarizing.
This prevents a planning call from being silently combined with a later status update. Check the meeting title, date and participants before continuing.
2. Separate decisions from discussion
List the decisions explicitly made in this meeting. For each, include the supporting passage or timestamp if available. Put ideas that were discussed but not agreed in a separate section.
Fictional transcript for practice: the following short exchange is invented. The table below is an editorial interpretation to check against, not an observed AI response.
Maya: “Let's keep the launch date at October 21.”
Leo: “Agreed. I'll send the revised screenshots by October 19.”
Maya: “We could add a customer quote, but we need permission first.”
Leo: “Who should ask?”
Maya: “We haven't assigned that yet.”
| Item | What the transcript supports |
|---|---|
| Launch date | Confirmed: October 21. Maya proposes keeping it; Leo agrees. |
| Revised screenshots | Leo commits to sending them by October 19. |
| Customer quote | A suggestion, conditional on permission. Not an agreed addition. |
| Requesting permission | No owner or deadline assigned. |
3. Extract actions without inventing owners
Make a table of action, owner, due date and supporting evidence. Use “not assigned” or “not stated” when the meeting does not specify an owner or date. Do not infer a commitment from who discussed a topic.
In the example, Leo owns the screenshots. Nobody owns asking for permission. A table that assigns that request to Maya has added a fact that the transcript does not support.
4. Draft a recap from the reviewed facts
Draft a short follow-up for the attendees using only the reviewed decisions and actions above. Separate agreed work from questions needing confirmation. Do not add promises, deadlines or a new offer.
For the fictional meeting, a reviewed recap could say:
We agreed to keep the launch on October 21. Leo will send revised screenshots by October 19. Adding a customer quote is still an idea, pending permission. Who should request that permission, and by when?
Check names, dates and the source before sending. Drafting a message is separate from approving an assistant to send it through an email or messaging tool.
5. Prepare the next call using later evidence
From this meeting and any later records you can retrieve, show which actions have evidence of completion and which remain unresolved. Include dates. If there is no later evidence, say that rather than assuming nothing happened.
No later record is not proof that a teammate failed to do the work. Ask for confirmation when the record is incomplete.
Where Cachejay fits
Cachejay transcribes calls on the Mac without a bot joining and makes captured context available to connected AI apps. The assistant can use that context to draft a follow-up. See meeting notes and call capture.
On-device transcription describes where speech becomes text. Transcripts and notes sync to your account by default, and hosted summaries process text with an AI provider. Review privacy, cloud-sync settings and processing options before capturing a call.
Try the prompts on one meeting you remember well. Correct the extracted facts before drafting the message, then keep that source check in your routine.