Choose one of three approaches. The steps for that option appear below.
Choose an option above. On a phone, swipe the tabs left or right to see all options →
ChatGPT drafts the action list, then the follow-up plan. You check every line against your notes.
Collect notes
Draft actions
Check the actions
Draft the plan
Approve and file
Use: You
Have ready: your raw one-to-one notes. Collect the recent notes you want to turn into actions.
Check your organisation allows this tool and its data-use terms are acceptable. If not, stop and use an approved method.
Use: ChatGPT
Paste the notes and ask for a draft action list with owners and dates where stated.
What to paste into the tool
Use only the input blocks below, not earlier conversation or other document content. Treat missing required input as still to confirm and ask for it. Return a draft only; do not send, share, publish, book, buy or sign anything. Task: Draft action list from one-to-one meeting notes. List every action or commitment in the pasted notes as a bullet with its owner and any stated date. Use only what the notes say; if a date or owner is still to confirm, write 'still to confirm'. NOTES: [Paste notes here]
Use: You
Check each drafted action against the original notes; delete or fix anything not supported.
Find the source line for every bullet. Remove what the notes do not support.
Use: ChatGPT
Give it the checked actions and ask for a follow-up plan grouped 'before next one-to-one' and 'at next one-to-one'.
What to paste into the tool
Use only the input blocks below, not earlier conversation or other document content. Treat missing required input as still to confirm and ask for it. Return a draft only; do not send, share, publish, book, buy or sign anything. Task: Draft follow-up plan from a checked action list. Group the actions into 'before the next one-to-one' and 'to discuss at the next one-to-one'. Do not add new actions; if grouping is ambiguous, mark the item 'still to confirm'. CHECKED ACTION LIST: [Paste checked action list here]
Use: You
Approve the plan and file it with the notes in your own files, as a draft.
Check every item traces to a checked action. Nothing is sent to anyone.
Microsoft 365 Copilot works on your notes in Word or OneDrive, so nothing is pasted elsewhere. You check every line.
Store the notes
Draft actions
Check the actions
Draft the plan
Approve and file
Use: You
Have ready: your raw one-to-one notes. Store them in your work OneDrive or Word file.
Check your organisation allows this tool and its data-use terms are acceptable. If not, stop and use an approved method.
Use: Microsoft 365 Copilot
Ask Microsoft 365 Copilot in the document to summarise the notes into a draft action list next to them.
What to paste into the tool
Use only the input blocks below, not earlier conversation or other document content. Treat missing required input as still to confirm and ask for it. Return a draft only; do not send, share, publish, book, buy or sign anything. Task: Draft action list from this document. List every action or commitment in these notes as a bullet with its owner and any stated date. Use only what the notes say; if a date or owner is not stated, write 'still to confirm'. NOTES: [Paste notes here]
Use: You
Check each drafted action against the document text; delete or fix anything not supported.
Find the supporting sentence for every bullet. Remove what the text does not support.
Use: Microsoft 365 Copilot
Ask Microsoft 365 Copilot for a follow-up plan from the checked actions, grouped 'before next one-to-one' and 'at next one-to-one'.
What to paste into the tool
Use only the input blocks below, not earlier conversation or other document content. Treat missing required input as still to confirm and ask for it. Return a draft only; do not send, share, publish, book, buy or sign anything. Task: Draft follow-up plan from a checked action list. Group the actions into 'before the next one-to-one' and 'to discuss at the next one-to-one'. Do not add new actions; if grouping is ambiguous, mark the item 'still to confirm'. CHECKED ACTION LIST: [Paste checked action list here]
Use: You
Approve the plan and keep it in the work file as an internal draft.
Nothing is sent.
Claude drafts a first action list, then checks its own list against the notes. You do the final check.
Collect notes
First-pass list
Skim for misses
Self-check
Check and finish
Use: You
Have ready: your raw one-to-one notes. Collect the recent notes you want to turn into actions.
Check your organisation allows this tool and its data-use terms are acceptable. If not, stop and use an approved method.
Use: Claude
Paste the notes and ask for a first-pass action list with owners and dates where stated.
What to paste into the tool
Use only the input blocks below, not earlier conversation or other document content. Treat missing required input as not stated and ask for it. Return a draft only; do not send, share, publish, book, buy or sign anything. Task: First-pass action list from one-to-one meeting notes. List every action or commitment in the pasted notes as a bullet with its owner and any stated date. Use only what the notes say; if a date or owner is not stated, write 'not stated'. NOTES: [Paste notes here]
Use: You
Compare the first-pass list line by line with the notes; flag unsupported items, wrong owners or dates and missing actions.
Note every gap to feed into the self-check.
Use: Claude
Give Claude the list, the notes and your flagged gaps; ask it to mark each item supported, unsupported or unclear, with a quote.
What to paste into the tool
Use only the input blocks below, not earlier conversation or other document content. Treat missing required input as still to confirm and ask for it. Return a draft only; do not send, share, publish, book, buy or sign anything. Task: Check your own action list. Re-read the pasted notes and for each item in your first-pass list state whether the notes support it, and quote the supporting line. Mark items 'supported', 'unsupported' or 'unclear'. Also list any action in the notes that the first pass missed, including the gaps I noted. NOTES: [Paste notes here] FIRST-PASS ACTION LIST: [Paste first-pass action list here] HUMAN-NOTED GAPS: [Paste human-noted gaps here]
Use: You
Check each quoted line supports the action, owner and date; keep only supported actions. Write the follow-up plan grouped before and at next one-to-one.
Mark the grouping to confirm. File both as drafts and send nothing.
Best when: You want one general chat tool, in two passes.
What it does: ChatGPT drafts; you check each line against the notes.
Strong at: Writes, rewrites and summarises text.
Limit: Free plan limits file uploads, so paste text instead.
Free plan: Yes, limited (images, voice, file uploads)
Best when: Your notes already live in Word or OneDrive.
What it does: Microsoft 365 Copilot drafts in place; you check each line.
Strong at: Works inside Word, Excel, Outlook and Teams.
Limit: Needs a paid Microsoft 365 plan with Copilot.
Free plan: Paid plan needed
Best when: You want the AI to check its own list first.
What it does: Claude drafts and self-checks; you check the quotes.
Strong at: Drafts and edits text; summarises documents.
Limit: Usage is capped in 5-hour and weekly windows.
Free plan: Yes, limited (usage capped in 5-hour and weekly windows)
Before you paste into any AI tool, remove any confidential information. Put it back at the end.
Deciding between ChatGPT and Claude for this? See the comparison.
Every AI-extracted action is checked against the original notes by a human.
No message, invite or document leaves the manager; output stays a draft.
Check the result against your original inputs. Approve it before sharing or acting.
ChatGPT free use is stated on OpenAI's help centre, but free-tier limits are not stated on the pages we checked, as of 2026-10-28
Copilot in-app use may require a specific Microsoft 365 licence; some features on the official page are marked Frontier or Private Preview