Build a Weekly Meeting Digest and Action-Item Tracker With GPT-5.4 Mini

What You'll Learn

• The complete setup: how to build a meeting digest system that runs in 15 minutes per week
• The verbatim bootstrap prompt for GPT-5.4 Mini's 400K context window
• The weekly update prompt that extracts action items, decisions, and open questions from any meeting notes
• How to structure the running tracker document for maximum signal and minimum maintenance overhead
• The calendar integration that makes the system self-sustaining after the first week

The Problem

Every executive runs multiple weekly meetings with action items that scatter across email threads, Slack messages, and notebook pages. The cost is invisible until something gets dropped. The manual alternative - reviewing every meeting summary and maintaining a tracker by hand - takes 30 to 45 minutes per week.

GPT-5.4 Mini with its 400K context window handles the whole document at once. One prompt. Fifteen minutes. Complete tracker, updated weekly.

This is a PromptHacker Premium article.

The full breakdown, verbatim prompts, and action steps are available to Premium subscribers.

The System Architecture

The meeting digest tracker has three components:

• The tracker document - a running record of action items, decisions, and open questions, organized by date and meeting type. Lives in Google Docs or Notion.
• The weekly input - meeting notes from the previous week. Can be raw notes, calendar descriptions, Zoom AI summaries, or any text format.
• The GPT-5.4 Mini workflow - two prompts: one to set up the tracker initially, one to update it each week.

The Bootstrap Prompt

Run this once to initialize the tracker. Paste all your meeting notes from the current week after the final line.

You are setting up a structured weekly meeting digest tracker. Review the following meeting notes and create a tracker document with these five sections: 1. OPEN ACTION ITEMS Format: [Owner] | [Action] | [Deadline] | [Source Meeting] 2. DECISIONS MADE THIS WEEK Format: [Decision] | [Context] | [Date] 3. OPEN QUESTIONS / AWAITING RESPONSE Format: [Question] | [Who needs to respond] | [Age in days] 4. COMPLETED THIS WEEK Format: [Item] | [Completed by] | [Original meeting] 5. RECURRING AGENDA ITEMS TO TRACK Format: [Topic] | [Last discussed] | [Next due] After creating the initial tracker, add a brief WEEKLY SUMMARY at the top (3 to 5 sentences) covering the week's most important decisions and any risks or blockers visible in the action items. Meeting notes to process: [PASTE ALL MEETING NOTES FOR THE WEEK]

The Weekly Update Prompt

Run this every Monday. Paste the current tracker document and this week's new meeting notes.

Here is the current tracker document and this week's new meeting notes. Update the tracker as follows: - Move completed action items to the COMPLETED THIS WEEK section - Add new action items from this week's meetings - Add new decisions and open questions - Update deadlines and owners where meeting notes provide corrections - Flag any action items that are overdue (original deadline passed without a completion note) - Update the WEEKLY SUMMARY to reflect this week only Current tracker: [PASTE CURRENT TRACKER] New meeting notes: [PASTE THIS WEEK'S NOTES] Return the complete updated tracker. Do not remove the COMPLETED THIS WEEK section - append to it each week as a running record.

Using the 400K Context Window

GPT-5.4 Mini's 400K context window means you can paste the full tracker history plus the week's meeting notes in a single request - even for organizations with dense meeting calendars.

At 400K tokens:

• A year of weekly meeting notes (approximately 5,000 words per week): ~260,000 tokens
• A full tracker document with 52 weeks of action item history: ~50,000 to 80,000 tokens

Both fit comfortably in a single Mini context. The system can run for a full year without requiring any pruning or archival of the tracker document.

The Calendar Integration

The most sustainable version of this system routes meeting notes automatically into the weekly update prompt:

• For Zoom users: Zoom AI Companion exports meeting summaries as text. Copy the summary directly into the weekly update prompt.
• For Google Meet users: Google Meet transcripts and AI summaries export as text. Same workflow.
• For handwritten or Notion-based notes: Paste directly. Mini handles unstructured note formats.
• For calendar-connected tools (Reclaim, Motion, Clockwise): These tools often generate weekly summaries already. Paste the generated summary as the meeting notes input.

Cost

At $0.75 per million input tokens, a weekly tracker update for a typical executive with 10 to 15 meetings per week:

• Input: ~50,000 tokens (notes plus tracker history) = $0.04
• Output: ~5,000 tokens (updated tracker) = $0.02
• Total weekly cost: approximately $0.06

The annual cost to run this system: $3.12.

Action Steps

• Collect this week's meeting notes in any format - calendar descriptions, Zoom summaries, Notion pages, plain text notes. Paste them all together as a single block of text.
• Run the bootstrap prompt with this week's notes. Review the output and adjust the section headers or format if they do not match your workflow before saving.
• Copy the output into a Google Doc or Notion page named "Weekly Meeting Digest." This is your tracker document going forward.
• Next Monday: Collect last week's meeting notes, paste the current tracker plus the new notes into the weekly update prompt. Replace the tracker document with the updated output.
• After three weeks: Review the OPEN QUESTIONS and any overdue action items sections. These are where meetings produce the most invisible debt. The tracker makes it visible.