From the book · Unleash Your Business With AI
Chapter 17: Meetings, registers and daily reports
The 3 prompts from Chapter 17, ready to copy, with the chapter's mistakes to avoid and three tasks for this week.
Every meeting ends with an action list
Meeting: [for example "weekly sales review"], held on [date]. Attendees (roles only): [for example owner, sales manager, two salespeople, accounts executive] Notes or transcript, with personal and customer details removed: [paste] Give me: 1. A summary in 3 lines. 2. Decisions made, numbered. Include only what was clearly agreed. Put suggestions that were not agreed under "Discussed, not decided". 3. Action items as a table: Action | Owner (role) | Deadline | Status 4. Open questions that nobody answered. 5. A WhatsApp-ready version of the action table, under 120 words, that I can paste into the team group. Rules: - Use only what is in the notes. Do not add actions that nobody mentioned. - If an action has no owner or no deadline in the notes, write <<OWNER?>> or <<DATE?>>. Do not assign them yourself. - Do not put any price, discount or delivery date in the WhatsApp version unless it appears in the notes word for word.
What you should get back: a short summary, a decisions list, an action table with some <<OWNER?>> and <<DATE?>> gaps, and a message ready for the group.
Check: read the decisions list hardest. AI can turn "we should think about a new transporter" into "decided to change transporter". The chair fills every gap. Each action gets one owner, not two.
That's the first one
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- Handwritten register to Excel
- Five daily reports from one export
- Mistakes to avoid
- Do this week
Handwritten register to Excel
Read this photo of a handwritten page from our [type of register, for example "karigar issue book"]. Turn it into a table with exactly these columns: [date, item, quantity, weight, remarks]. Rules: - One line on the page becomes one row in the table, in the same order. - Copy what is written. Do not correct spellings, expand abbreviations or fill blank cells. - If you cannot read a word or a number with confidence, write UNCLEAR in that cell. Do not guess any number. - Do not add a totals row. I will total it myself in Excel. - After the table, tell me how many rows you found, and list the row numbers that contain UNCLEAR.
What you should get back: a table in your column order, a row count, and a list of the cells the AI could not read.
Check: three things, in this order.
Five daily reports from one export
I am giving you [report name], exported from [Tally / our billing system] on [date]. Customer names and phone numbers have been removed. Column meanings: [list each column and what it means, for example "Party code, Bill date, Due date, Amount pending, Days overdue"] [upload the file or paste the rows] Do this: 1. First report the number of data rows and the grand total of [amount column], so I can match them with my books. 2. Calculate these numbers using code or exact formulas, not estimation: [list them, for example "total pending, total pending over 30 days, top 10 party codes by amount pending"]. 3. Show the method for each number. If you cannot run code, say so, show your working row by row, and give me the Excel formula so I can calculate it myself. 4. Write a summary for the owner in under 120 words: what changed, what needs action today, and one question I should ask my team. 5. List any rows that look like errors: blank amounts, negative values, dates in the future, duplicate bill numbers. Rules: - Do not round any number unless I ask. - Do not guess or fill in missing values. - Do not compare with earlier days unless that data is in what I gave you.
What you should get back: a row count and grand total at the top, the numbers you asked for with the method beside each, a short summary and a list of suspect rows.
Check: the row count and the grand total must match the source report exactly. Then check one specific figure by hand. The next section explains how.
Mistakes to avoid
- Trusting a total because the summary reads well. Good writing is not evidence of good arithmetic.
- Letting the AI assign owners and dates. It will pick someone plausible. Only the chair can assign work.
- Changing the export every day. Different columns each morning mean a different prompt each morning, and errors that are hard to spot.
- Photographing a whole register at once. Do one page, check it, then decide whether it is worth continuing.
- Pasting party names, phone numbers or bank details. Codes work just as well for a report.
- Recording meetings quietly. Tell people first, every time.
Do this week
- Run the meeting prompt on the notes from your next team meeting, fill the gaps yourself, and post the action list in the group within the hour.
- Photograph one page of one paper register, run the register prompt, and check every row and the column total against the paper.
- Choose one of the five reports, export it in a fixed format, run the report prompt, and match the row count and grand total with your books. Name the person who will do that check daily.