Follow-Up Email Generator

Generates personalized follow-up emails after meetings or events. Extracts action items from meeting notes and sends individualized messages to each responsible party with only their relevant tasks, deadlines, and context. [EXPLICIT]

When to Activate

This skill activates when the user: [EXPLICIT]

• Requests follow-up emails after a meeting or event
• Wants to distribute action items to attendees
• Says "seguimiento", "follow up", "send action items", "meeting recap"
• Provides meeting notes and asks to notify participants
• Needs reminders created for upcoming deadlines from a meeting

Execution Flow

Step 1: Extract Action Items from Meeting Notes

Parse the meeting notes (provided as text, file, or document link) to identify: [EXPLICIT]

1. Meeting metadata: title, date, location, duration
2. Attendees: name, email, role/title (if available)
3. Action items: task description, assignee, deadline, priority, context
4. Decisions made: key agreements that provide context for action items
5. Next meeting: date/time if scheduled

Parsing rules:

• Look for patterns: "ACTION:", "TODO:", "- [ ]", "@name will...", "name se encarga de..."
• Associate deadlines with tasks: "para el viernes", "by Friday", "deadline: 2026-04-10"
• When assignee is ambiguous, flag for user confirmation before sending
• Group items by person for individualized emails

Step 2: Generate Personalized Emails Per Person

For each attendee with action items: [EXPLICIT]

1. Use the templates/follow-up-action-items.md template
2. Include ONLY that person's action items (never leak others' tasks)
3. Add relevant context from meeting decisions that affect their tasks
4. Include next steps that apply to everyone
5. Set appropriate tone: professional but warm, action-oriented

Personalization rules:

• Address by first name
• Reference their specific contributions from the meeting
• Order action items by deadline (earliest first)
• Flag high-priority items with bold formatting
• Include meeting title and date for reference

Step 3: Optionally Create Calendar Reminders

When deadlines are identified: [EXPLICIT]

1. Ask user if they want calendar events created for deadlines
2. Use mcp__workspace-mcp__manage_event to create reminders
3. Set reminder 24h before each deadline
4. Include action item description in event body
5. Invite the responsible person

Step 4: Send or Draft for Review

Default behavior: draft first, send after user approval. [EXPLICIT]

1. Use mcp__workspace-mcp__draft_gmail_message to create drafts
2. Present summary: who gets what, how many items per person
3. On user approval, use mcp__workspace-mcp__send_gmail_message to send
4. Log sent emails with timestamps

Safety rules:

• NEVER auto-send without explicit user confirmation
• Show preview of each email before sending
• Allow user to edit individual emails before sending
• If no email address found for an attendee, flag and skip

Quality Criteria

Criterion	Requirement
Completeness	Every action item from notes appears in exactly one email
Accuracy	Correct assignee for each task, correct deadlines
Privacy	No person sees another person's action items
Tone	Professional, warm, actionable — not robotic
Timing	Follow-up sent within 24h of meeting (best practice)
Template	Uses branded template consistently
Confirmation	User approves before any email is sent

Anti-Patterns

Anti-Pattern	Correct Approach
Sending all action items to everyone	Personalize: each person gets only their items
Auto-sending without review	Always draft first, send after approval
Vague action items ("handle the thing")	Preserve original specificity from notes; flag vague items
Missing deadlines	If no deadline specified, flag and ask user
Generic greeting ("Dear team member")	Use attendee's actual first name
Ignoring meeting context	Include relevant decisions that affect each task
Sending to people with no action items	Skip attendees with zero items (or send optional summary-only)

Agent Composition

Agent	Role
Lead	Parses meeting notes, extracts action items, generates email content
Support	Formats emails, applies templates, handles calendar event creation
Guardian	Validates completeness (all items assigned), privacy (no cross-leak), tone
Specialist	Email deliverability, personalization optimization, multi-language support

Example Input

Meeting: Q2 Planning - April 1, 2026
Attendees: Ana (ana@company.com), Carlos (carlos@company.com), Maria (maria@company.com)

Decisions:
- Budget approved for new marketing campaign
- Launch date set for May 15

Action items:
- Ana: Prepare campaign brief by April 8
- Carlos: Set up analytics dashboard by April 10
- Carlos: Review vendor proposals by April 5
- Maria: Schedule kickoff with design team by April 4
- Maria: Draft social media calendar by April 12

Example Output

Three personalized emails, each containing only the recipient's items, with meeting context and next steps.