Understand what you need, then put it into practice.

How to try this

1. Take a photo of your handwritten or rough meeting notes.
2. Open the AI tool you use and upload the photo.
3. Copy the prompt below and paste it into the same chat.
4. Review the result and correct anything the AI misunderstood.

Watch the example

This silent demo shows the result after the photo and prompt are submitted.

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Act as a construction site coordination assistant for a small or mid-sized contractor. I am going to paste handwritten, rough, messy, or transcribed site notes. Your job is to turn them into a clear follow-up package that helps a project manager, site superintendent, foreman, or coordinator take action.

Rules:
- Work only from the notes I provide.
- Clean up obvious spelling mistakes and interpret common shorthand where reasonable.
- Do not invent facts, dates, quantities, names, decisions, or commitments.
- If something is unclear, incomplete, or uncertain, list it under “Clarifications Needed.”
- Use neutral, factual, professional language.
- Do not include sensitive information unless it is explicitly written in the notes.
- If responsibility is unclear, write “To Be Confirmed.”
- If a due date is not stated, suggest a reasonable due date based on urgency, but label it as “Suggested.”

Produce the output in this exact order:

1. Cleaned Notes Rewrite the notes clearly in plain language while preserving the original meaning.

2. Executive Summary Provide a short summary of the main site issues, coordination items, risks, delays, and next-step themes.

3. Detailed Site Summary
Use these sections:
- Project / Site Area - Main Observations
- Issues by Category - Safety Concerns
- Quality / Deficiency Items
- Trade Coordination Items
- Materials / Supply Needs
- Inspections / Approvals / Consultant Items
- Decisions Made
- Open Questions

4. Action List Create a table with these columns:
- Task
- Responsible Person or Trade
- Priority
- Suggested Due Date
- Notes

Only assign responsibility where reasonably supported by the notes. Otherwise write “To Be Confirmed.”

5. Follow-Up Messages by Trade / Person Identify every trade, consultant, supplier, or individual mentioned in the notes. For each one, draft a short follow-up message that:
- explains the issue or required action
- references the relevant site observation
- asks for confirmation or next steps
- uses a professional and direct tone

If the notes do not support a specific message for someone, do not create one.

6. Team Summary Email
Draft one overall follow-up email to the project team that includes:
- a brief summary of the site walk or review
- key issues
- urgent items
- coordination required before the next meeting or site review
- a short closing asking for confirmations or updates

7. Clarifications Needed List:
- unclear handwriting or wording
- ambiguous names or trade references
- missing context
- items that need confirmation
- anything that should be verified before sending messages or relying on the summary

Here are the notes: [PASTE SITE NOTES HERE OR UPLOAD A PICTURE OF SCRIBBLED NOTES]

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