Capture the meeting, send the follow-up

By the end of this task, you will be able to turn a recorded meeting into a follow-up the customer will recognize as an accurate record — capturing what was committed, what was decided, what was objected to, and what happens next.

Your situation

The March review happened. You presented the proposal from Task 7, and it went better than the last two reviews — Miriam Graham told you it was the first review in three years where she heard about a problem before she found it herself.

Forty-seven minutes, five people, one late arrival, and four minutes about a conference in Halifax that had nothing to do with anything. Somewhere in it are the commitments you now owe, three decisions, two objections you have not answered, and a deadline you gave out loud.

You said you would send the follow-up tomorrow morning. That email becomes the record both sides work from.

Files you'll use

How to read the prompts

Each prompt below is one block you can copy whole. The # lines are labels, not instructions — they mark where the prompt stops setting the goal and starts giving the context, the sources, and the expectations. Copying them along with the prompt does no harm.

Those four moves, in that order, are what makes a prompt work. Use the same shape when you write your own.

Steps

1. Open Microsoft Teams and go to the meeting. In a live meeting you would open Recap and work from the transcript and AI notes there. For this lab, attach the exported transcript to Copilot Chat instead.

2. Get the four lists out of the transcript before you write anything.

   goal

   Pull the commitments, decisions, objections, and next steps out of this meeting transcript.

   context

   This was the annual pricing and service review with Tailwind Traders. Five people, forty-seven minutes, and some of it was not about the deal at all.

   sources

   Use only the attached transcript.

   expectations

   Four lists. Commitments, each with who made it, to whom, and by when. Decisions actually taken. Objections raised, in the words the person used. Next steps with an owner and a date. If a date was not given, say so rather than inventing one.

3. Check what came back against the transcript. There are commitments from both sides, and one of them has no date attached — Copilot should say so rather than filling one in.

4. Now the step that decides whether this email helps you or costs you.

   goal

   Separate what was agreed from what was only discussed.

   context

   A follow-up that records agreement where there was none is the fastest way to lose a customer’s trust, and I would rather catch it now.

   sources

   The attached transcript and the lists you just produced.

   expectations

   Three groups. Agreed - both sides said yes. Proposed - we offered it and they have not answered. Raised - it came up and nothing was settled. Quote the line that puts each item in its group.

5. Open Outlook and start the message to Miriam Graham, Lidia Holloway, and Nestor Wilke. Use Copilot in Outlook to draft it.

   goal

   Draft the follow-up email to send to the customer tomorrow morning.

   context

   It goes to the VP Supply Chain, the procurement manager, and the operations director, all of whom were in the room. One of them will forward it to someone who was not.

   sources

   Only what the transcript supports. Do not add anything we did not say.

   expectations

   Open with what we committed to, not with thanks for their time. Then the decisions, then what is still open and who owns it, then the dates. Under 300 words. Neutral and factual - no selling, and no restating our proposal.

6. Read it back as someone who was in the room, then have Copilot do the same.

   goal

   Check this follow-up for anything that claims more agreement than the meeting actually produced.

   context

   Three of the recipients were in the room and will remember what was said. Anything overstated will be corrected in front of the others.

   sources

   The draft and the transcript.

   expectations

   Flag every sentence that turns a proposal into a decision, or an open question into a settled one. For each, quote what the transcript actually supports. Also flag anything we committed to that has no date on it.

7. Fix anything flagged, then check one last thing by hand: every commitment you made needs a date on it. Lynne Robbins's peak-season answer has a two-week clock running from the meeting date.

8. Send it, and add the April date Miriam asked for to your calendar.

Check your work

• Every commitment has an owner and a date.
• The Managed Account Reporting trial is recorded as three months, no commitment — not as a sale.
• The peak season objection is recorded as open, with Lynne's two-week deadline.
• The returns line is recorded as waiting on Lidia's provincial split.
• Nothing states a cause for the Calgary problem.
• The email opens with what you owe them, not with thanks for their time.
• Under 300 words.

Stretch prompts

Starting out:

Summarize this meeting transcript in ten bullets: what was
decided, what was committed, and what is still open.

Comfortable:

From the transcript, list only the things Canada Post now owes
Tailwind, with the date each is due and the name of the person
who promised it. Then tell me which of them I am most at risk of
missing.

Confident:

Write two versions of the follow-up. One for the three people who
were in the room. One for Isaiah Langer, who was absent, runs the
Calgary site the meeting was largely about, and has a trial
running with a competitor. Keep the facts identical and tell me
what you changed and why.