This article will detail how to use theDeepSeeksmart (phone, system, bomb etc)written summary of a meetingAssistant, through AI technology to generate professional, clear and executive meeting minutes in 5 minutes, so you can free yourself from tedious paperwork and focus on more valuable work content.
I. Three gold standards for professional meeting minutes
Before using DeepSeek AI, we need to be clear about what criteria professional meeting minutes should meet so that we can give the AI the right guidelines:
1. Hierarchical and structured
Adopting a clear framework of "background description → core issues → consensus reached → action plan" allows readers to quickly locate the information they need and avoid getting lost in a sea of text.
2. Refinement of key and removal of redundancies
Abandon the process discussion and repeated revisions in the meeting, focus on the final conclusions and decision points, and condense the essence of the 3-hour meeting into a 5-minute reading to enhance the efficiency of information acquisition.
3. Enforceable, with emphasis on allocation of responsibilities
Each resolution specifies the four elements of "responsible person + task content + timeframe for completion + standard of measurement" to ensure that the results of the meeting can be transformed into practical action, not a mere formality.
Second, DeepSeek intelligent assistant: three steps to generate professional minutes
Generic Meeting Minutes Generation Instruction Template
You are now a professional meeting minutes expert for [Organization Name], please generate standardized meeting minutes based on the following information:
Title of meeting: [name of specific meeting]
Time and place: [date, duration, location/online mode]
Participants: [participants and positions, may indicate absentees]
Conference material:
[Sound recordings/notes of meetings/contents of agenda]
Please follow the requirements below:
1. Adoption of a four-paragraph structure of "Summary of the meeting -> Main issues -> Outcome of decision-making -> Follow-up"
2. Categorize each topic according to the MECE principle to ensure that there is no overlap or omission.
3. Use bullet-point + short sentences for recording, avoiding long speeches
4. Action items must include "responsible person + deadline + specific indicator".
5. All content should conform to [industry/unit] terminology specifications.
6. Keep the text to 1,500 words and ensure that it is brief and concise.
How to use DeepSeek Minutes Assistant:
1. copy the prompt template above into the DeepSeek dialog box 2. replace the bracketed content with the specific meeting information 3. if there is a recording of the meeting, use DeepSeek's speech-to-text function to process it first 4. wait 10-15 seconds after sending to get the first draft of the professional minutes 5. fine-tune it according to the optimization tips introduced in the subsequent sections of the article
III. AI first draft progression: three details determine the quality of the summary
The first draft generated by DeepSeek AI is already quite professional, but the quality of the minutes can be further improved with these three fine-tunings:
1. Transforming discussion into decision-making
AI First Draft:
"Regarding the pricing of the new product, Manager Chen of the Marketing Department thinks it should be set at $299, Mr. Li of the Sales Department suggests that the price should be no more than $279, and Engineer Wang of the Technical Department says the cost needs to be at least $260..."
Adjusted:
"[Decision 01] New product pricing: finalized at RMB 289, taking into account cost control and market competitiveness. Within 3 months after the product is launched, if the sales are not up to expectation, the marketing department is authorized to make price fine-tuning within the range of RMB 270-299."
Adjustment points:
① Omit the process discussion and present the final decision directly.
② Add decision numbers to enhance citation and traceability
2. Enhancing the implementability of action plans
AI First Draft:
"It was agreed that branding efforts need to be strengthened to enhance product exposure."
Adjusted:
"[Action A2] Brand promotion plan: Zhang Ming (marketing department) is responsible for the completion and implementation of the first round of promotion before July 15, must cover five mainstream social media platforms, the KPI is to enhance the brand search volume of 30%. the budget ceiling of 500,000 yuan, beyond the need for general manager approval."
Adjustment points:
① Formation of the "4W1H" format: who, what, when, what standard, and how much.
② Visual highlighting of the responsible person for quick identification of task attribution
3. Adding visual hierarchy and navigational elements
AI First Draft:
"Regarding the improvement of the customer feedback system, the participants agreed that the existing system is slow to respond, has a complex interface and is difficult to analyze statistically. It was decided to upgrade the system..."
Adjusted:
"Issue 2: Customer Feedback System Improvement ▲ Problem Diagnosis - System Response Speed: average loading time >12 seconds (industry standard <3 seconds) - User Interface: average of 8 clicks needed to complete the task (average of 3 clicks for competing products) - Data Analysis: lack of visualized Data analysis: lack of visualization reports, unable to monitor in real time ▲ Improvement Decision - [Resolution B1] Upgrade system architecture, budget 200,000 RMB - [Resolution B2] Introduce intelligent classification algorithms to improve processing efficiency 40%"
Adjustment points:
① Use colors and symbols to create visual hierarchies for quick navigation
②Adopting the structure of "Overview→Detail" to support different depths of reading needs.
IV. Exclusive template library for different scenarios
We have prepared proprietary prompt word templates for different types of meetings, and simply use these specific prompt words in DeepSeek to generate professional minutes that are highly tailored to the needs of the scenario:
High-level strategy meeting template
Applicable scenarios:
Board of Directors, Strategic Planning, Major Investment Decision Making Meetings
Unique Advantage:
- Includes an area for risk assessment and response strategies
- Automated generation of background and market environment analysis for decision-making
You are an executive assistant at [company name] responsible for recording minutes of strategic decision-making meetings. Please generate professional strategic meeting minutes based on the following meeting material:
Title of meeting: [name of strategic meeting]
Time and place: [Details of time and place]
Participants: [names and positions of executives]
Conference material:
[Contents of the proceedings]
Please follow the requirements below:
1. Use of the six-part structure "Strategic context → Market analysis → Strategic direction → Investment allocation → Risk assessment → Action plan"
2. Each strategic decision must contain a brief analysis of the context of the decision and the market environment.
3. All investment decisions require clear resource allocation ratios
4. The risk assessment section must include identified risks and countermeasures.
5. The action plan needs to identify responsible departments, critical time points and indicators of success.
6. Use of official business language throughout the text, avoiding industry slang
7. Keep it under 2,000 words to ensure that decision-making is clear and traceable
Project Progress Tracking Template
Applicable scenarios:
Weekly project meetings, Sprint reviews, R&D milestone reviews
Unique Advantage:
- Automatically calculate and display project progress percentages
- Integrated Gantt chart format records at a glance
You are a professional project management assistant, generate standard project progress meeting minutes based on the following meeting:
Project title: [Project title]
Date of meeting: [date and length]
Participants: [team members and roles]
Minutes:
[Contents of the meeting]
Please follow the format below to generate the minutes:
1. Adoption of a "project overview → progress report → problem analysis → next phase plan → resource requirements" structure
2. Progress report section utilizes three types of markers: ✓completed, △in progress, ✗blocked.
3. Automatically calculates and displays the overall project progress percentage
4. Each issue must contain a "problem description → root cause → solution → responsible person → time frame for resolution".
5. Use of Gantt chart format to summarize key milestones
6. Prioritization of all action items (P0-P3) and who is responsible for them
7. Limit to 1,500 words, focusing on risks and challenges
Cross-sectoral collaboration templates
Applicable scenarios:
Cross-team project initiation, departmental collaboration meetings, resource allocation discussions
Unique Advantage:
- RACI Responsibility Matrix clearly shows the responsibilities of each department
- Detailed issue escalation mechanisms and collaboration processes
You are an expert in cross-functional collaboration in your organization, please generate cross-functional collaboration meeting minutes based on the following meeting content:
Theme of the meeting: [Collaborative theme]
Time and place: [Details]
Participating sectors: [sectoral representatives and positions]
Conference material:
[Minutes]
Generate requirements:
1. Use of the structure "Collaboration objectives -> responsibilities of departments -> resource allocation -> collaboration process -> decision-making mechanism -> timetable"
2. Creation of a RACI matrix (Responsibility, Approval, Counseling, Informed) in the responsibilities section of each department
3. Resource allocation clarifies the proportion of manpower, budget and time invested by each department.
4. Collaborative processes must include channels and frequency of information sharing
5. Decision-making mechanisms need to be clear about escalation paths and boundaries of competence
6. The timetable uses a milestone format with key nodes and deliverables.
7. Add communication protocols at the end of the summary to ensure uniformity of perception across departments
8. Limit the number of words to 1,800 to ensure that the presentation is objective and accurate.
Creative Brainstorming Template
Applicable scenarios:
Product innovation sessions, marketing idea discussions, solution design
Unique Advantage:
- Idea grading system helps focus high-value ideas quickly
- Ideas mapping to show connections and development of ideas
You are a professional creative note taker, generate structured minutes based on the following brainstorming session:
Creative Theme: [Creative Direction]
Participants: [Participants and background]
Conference material:
[Brainstorming notes]
Formatting requirements:
1. Use of the structure "Idea background -> core issues -> categorization of ideas -> highlights of ideas -> initial feasibility assessment -> subsequent development"
2. Create idea maps to show the correlation between ideas and development paths
3. Grading of each idea (S/A/B/C) based on criteria such as innovativeness, feasibility, and potential value
4. S- and A-level ideas must include an initial implementation path proposal
5. Add an "Unexpected discoveries" section to record unanticipated insights from the meeting
6. Follow-up development component with clear responsibilities and timelines
7. Use of charts to show heat maps of creative distribution
8. Keep it to 1800 words or less, retaining key turning points in the thinking process
Crisis management meeting template
Applicable scenarios:
Emergency response to product issues, PR crisis, security incident handling
Unique Advantage:
- Detailed communication strategy with key points for internal and external communication
- Time line documentation with clear process for emergency response
You are a crisis management expert, please generate professional meeting minutes based on the following crisis response meeting content:
Crisis event: [brief description of the crisis]
Meeting time: [emergency meeting time]
Participants: [Crisis response team members and responsibilities]
Meeting content:
[Minutes]
Minute format:
1. Use of the structure "Crisis situation → Impact assessment → Emergency response → Communication strategy → Recovery plan → Follow-up prevention"
2. The crisis situation section must include a time line and a distinction between known/unknown facts.
3. Impact assessments analyze short- and long-term internal and external impacts
4. Emergency response measures must be clear in terms of the four elements of "action + responsible person + time frame + resources".
5. The communication strategy includes key points for communicating to internal staff, external customers, the media and regulators.
6. Recovery plan prioritized, with key nodes indicated
7. Follow-up prevention proposes at least 3 long-term improvements
8. Keep to 1500 words to ensure that instructions are clear, precise and ready for immediate implementation.
V. DeepSeek quality control: the final step to the perfect chronicle
Automatic Integrity Detection:
"Please check my minutes for the omission of any key decision points, unspecified responsible persons, or missing timelines, and give suggestions for changes."
Professionalism is enhanced:
"Replace informal expressions in the minutes (e.g., 'get it done,' 'get it done') with more professional expressions and ensure that industry terminology is used accurately."
Format Optimization and Abstract Generation:
"Based on the content of my meeting minutes, extract 5-8 key tags for archiving and generate a one-paragraph core summary of the meeting of no more than 50 words for use in the subject line of the email."
DeepSeek AI Minutes Assistant: A Quick Start Guide
Use DeepSeek's speech-to-text feature to record meetings, or upload meeting notes directly
Step 1: Obtaining meeting materials
Copy the template provided in this article and select the most appropriate prompt word format based on the type of meeting
Step 2: Use exclusive cue words
Paste adjusted cue words in DeepSeek and wait 15 seconds for AI-generated professional minutes
Step 3: AI Generation of First Draft
Apply the three optimization techniques described in this article to further enhance the professionalism and executability of the minutes
Step 4: Optimize the details
Final refinement using QC prompts to ensure no omissions and compliance with professional standards
Step 5: Quality control refinement
The complete process takes only 5 minutes, increasing efficiency by 80% and professionalism by 200%!