Project manager
AI Prompts for Decision Log Entries
Start with Step 1See an example
- Who it is for
- Project managers, team leads and anyone who has watched a team re-argue a decision months later because nobody wrote down what was decided, by whom, and why.
- Outcome
- A short decision record you can paste into whatever log, document or tracker your team already uses: context, options considered, the decision, who made it, what it affects and when to revisit it. It is built only from the discussion you choose to paste, with any gaps flagged as questions.
These prompts are plain text, so they work in whichever AI chat tool you use. Paste each step into the same chat so the AI keeps the context from earlier steps.
Step-by-step prompts
How to use it: replace the words in [brackets] with your details, paste Step 1 into your AI tool and answer any questions it asks, then paste the next steps into the same chat. Read and edit the result before you use it.
Step 1
Paste the discussion
I want to turn a discussion into a decision log entry. Here is the relevant part of a meeting, email thread or chat (I've removed anything confidential or personal that isn't needed): [PASTE DISCUSSION]. First, in 2–3 sentences, tell me what decision you think was made. If it looks like no decision was actually reached, or there were several, say so instead of choosing one.
Step 2
Draft the record
Draft one decision log entry using only what's in the discussion I pasted. Use these headings: - Decision (one sentence) - Date decided - Decided by (role or name as written in the discussion) - Context (why this came up, 2–3 sentences) - Options considered (one line each, including the ones we didn't choose) - Reasons for the choice - What this affects (scope, schedule, budget line, team, if mentioned) - Revisit by (date or trigger, if mentioned) Write "NOT STATED" for any heading the discussion doesn't cover. Don't fill gaps with guesses.
Step 3
Check for gaps and disagreement
Review the entry against the discussion. List: 1. Every "NOT STATED" field, with a short question I can send to the right person to fill it in. 2. Anything in the entry that goes further than what people actually said. 3. Any open disagreement or condition (for example "only if the vendor confirms") that should be recorded rather than smoothed over. Then give me the revised entry.
Step 4
Write a short confirmation message
Write a short message (under 100 words) I can send to the people involved. It should state the decision in one sentence, include [LINK TO LOG ENTRY], and ask them to reply by [DAY] if anything is wrong or missing. Keep it neutral, with no spin on who "won".
Step 5
Handle a change later
Here is an earlier decision log entry: [PASTE ENTRY]. Here is the new discussion that changes it: [PASTE NEW DISCUSSION]. Draft a new entry that replaces the old one. Use only what's in the two pasted texts and write "NOT STATED" for anything they don't cover. Include a "Supersedes" line naming the earlier decision and its date, and a one-line reason for the change. Don't rewrite or delete the original entry; it stays in the log as history.
Example of good output
Illustrative example, fictional project; not a real team or model output:
Decision: Move the customer portal launch from the first to the third week of the month.
Date decided: [date of meeting]
Decided by: Project sponsor, after the team discussion
Context: Content review for the help pages won't finish before the original date.
Options considered:
- Launch on time without the help pages
- Launch on time with placeholder help pages
- Move the launch two weeks (chosen)
Reasons for the choice: The sponsor didn't want customers to arrive at empty help pages. The two-week move doesn't affect any other committed date.
What this affects: Launch announcement email, support team training date
Revisit by: NOT STATED. Question for the sponsor: "Should we check again if content review slips further?"
Tips and pitfalls
- One decision per entry. If a meeting produced three decisions, make three entries. Short records are easier to find and to replace later.
- Record the options you rejected. The rejected options and the reasons are what save the next argument. Without them, the log only tells people what happened, not why.
- Don't let the AI fill gaps. "NOT STATED" plus a question is more useful than a confident guess. Confirm owners and dates with the people involved.
- Paste only what's needed. Use an AI tool your organization allows, and leave out confidential details, personal information and side conversations that aren't part of the decision.
- Never edit history. When a decision changes, add a new entry that supersedes the old one rather than rewriting it.
FAQ
How is this different from the meeting notes playbook?
Meeting notes summarize a whole meeting and its action items. A decision log entry records a single decision, with its reasons and alternatives, so it stays useful long after the meeting. The two work together: if your meeting notes recap lists a decision worth keeping, paste that part here to log it.
Where should I keep the log?
Wherever your team already looks: a shared document, a page in your project tracker or a simple spreadsheet. The entries are plain text, so they paste into any of these.
Does every small choice need an entry?
No. Log decisions that are expensive to reverse, affect other teams, or are likely to be questioned later. Small day-to-day choices can stay in your notes.