Use AI to Instantly Extract Action Items from Meeting Notes (Notion, OpenAI and Make)

Summary:

Meeting notes are where good ideas go to die unless you turn them into action. This no-code automation scans your Notion meeting notes, uses AI to identify clear tasks, and creates them in your task tracker. No more guessing what’s next. Just structured follow-through, powered by Artificial Intelligence.

Tools Used: Notion, Make.com, OpenAI API

Setup Time: ~40 minutes

Skill Level: Intermediate (you’ll need a OpenAI API key)

Who This Is For

• Founders and managers who want meetings to result in action
• Small teams collaborating inside Notion
• Consultants or freelancers capturing to-dos from client calls

What This Automation Does

1. Detects new meeting notes in your Notion workspace
2. Sends the content to OpenAI to extract action items
3. Breaks the response into structured tasks: title, notes, due date, assignee
4. Automatically creates those tasks in your Notion task database

What You’ll Need

• A Notion account with a CRM database (you can use our template)
• A Make.com account account (Get started with the Free or Core tier)
• An OpenAI API key or account connection.

Affiliate Disclosure: Some tools mentioned may include affiliate links. If you purchase through them, I may earn a small commission at no extra cost to you. It helps keep this blog independent and ad-free.

Step-by-Step Setup

Step 1: Duplicate the Notion Templates

• Meeting Notes Template
• Tasks Database Template

Your meeting page should include:

• Meeting title
• Meeting notes
• A section called “Next Steps” (you can name this anything, but keep it consistent)

The Tasks database should include:

• Task title
• Description
• Due date
• Assignee (People field)
• Status (Not started, In progress, Done)

Step 2: Import the Make.com Scenario

• Download the Make Blueprint
• In Make.com: Scenarios > Import Blueprint
• Connect your Notion and OpenAI accounts

Step 3: Review the AI Prompt

Inside Make, the scenario uses a GPT prompt to:

• Read meeting notes + next steps
• Return structured JSON with individual task objects
• Each object includes title, description, due date, and assignee (if mentioned)

You can customize the prompt to:

• Match your tone
• Include priority, tags, or context

Example Output from OpenAI

{
  "action": {
    "tasks": [
      {
        "title": "Send proposal to Acme Corp",
        "description": "Follow up with Acme Corp by sending the proposal discussed during the discovery call.",
        "assignee": ["Priya"],
        "dueDate": "2025-06-24"
      },
      {
        "title": "Schedule technical walkthrough",
        "description": "Book a technical demo session with Acme Corp team.",
        "assignee": [],
        "dueDate": "2025-06-25"
      }
    ]
  }
}

Tips for Better Results

• Structure your meeting notes with bullets or subheadings
• Fill in the “Next Steps” section with clear to-dos
• Use full names or emails for assignees so the system can match them

Download and Use This Workflow

• Download Automation JSON File
• Connect it in your Make.com account
• Runs on the free tier
• Adapt it to your format or workflow

Final Thoughts

This automation gives your meetings a memory and a to-do list. Whether you’re solo or managing a team, it helps ensure important action items don’t get lost in note files. Instead, they become structured tasks you can track and complete.