Meeting Notes

TL;DR — Transforms raw meeting input (transcript, rough notes, agenda) into structured minutes covering metadata, attendees, agenda items, discussion summaries, decisions log, and action items with assigned owners and deadlines. Outputs markdown and optionally a branded HTML document ready for distribution.

---

When to Activate

Signal	Example
Direct request	"Write up meeting notes from this transcript"
Minutes formatting	"Format these as meeting minutes"
Spanish variant	"Redacta el acta de la reunion de hoy"
Post-meeting context	"Here are my rough notes from the standup"
Action item extraction	"Pull out the action items from this meeting"

Activate when the user provides meeting content (transcript, notes, agenda) and needs structured documentation. Do NOT activate for meeting planning (use workshop-facilitator) or retrospective facilitation (use retrospective-facilitation).

---

S1 — Input Processing & Metadata Extraction

Accepted Input Formats

Format	Processing
Raw transcript	NLP extraction of speakers, topics, decisions
Bullet-point notes	Structure into agenda-aligned sections
Audio transcript paste	Clean filler words, attribute speakers
Agenda + outcomes	Map outcomes to each agenda item
Mixed / chaotic notes	Identify threads, group by topic

Metadata Block

Extract or ask for:

## Meeting Metadata
- **Title**: [Meeting name]
- **Date**: [YYYY-MM-DD]
- **Time**: [HH:MM - HH:MM] [Timezone]
- **Location**: [Room / Video link]
- **Facilitator**: [Name]
- **Note-taker**: [Name or "AI-assisted"]
- **Attendees**: [Name (Role)] per person
- **Absent**: [Name (Role)] if applicable

If the user omits metadata fields, mark them [NOT PROVIDED] rather than guessing.

---

S2 — Discussion Summary & Decision Log

Discussion Summary Structure

For each agenda item:

### [Agenda Item Title]

**Context**: Brief background (1-2 sentences).

**Discussion**:
- [Speaker] raised [point]. [Supporting detail].
- [Speaker] countered with [alternative view].
- Group consensus: [outcome summary].

**Status**: Resolved | Deferred | Escalated

Rules:

• Attribute statements to speakers when identifiable.
• Maintain neutral tone — do not editorialize or interpret intent.
• Summarize, do not transcribe verbatim (respect copyright and brevity).
• Flag unresolved disagreements explicitly.

Decision Log

ID	Decision	Rationale	Owner	Date
D1	Adopt serverless for MVP	Cost reduction + faster iteration	CTO	2026-03-27
D2	Delay mobile app to Q3	Resource constraints	PM	2026-03-27

Each decision gets a unique ID for traceability across future meetings.

---

S3 — Action Items & Follow-up

Action Item Format

ID	Action	Owner	Due Date	Priority	Status
A1	Draft serverless architecture proposal	Maria R.	2026-04-03	High	Open
A2	Schedule user testing sessions	Carlos P.	2026-04-10	Medium	Open
A3	Review vendor contracts	Legal team	2026-04-07	High	Open

Rules:

• Every action item must have an owner (person, not team, when possible).
• Every action item must have a due date (if not stated, suggest one and mark [SUGGESTED]).
• Priority levels: High, Medium, Low.
• Status on creation is always "Open".
• Actions without clear owners are flagged: [OWNER NEEDED].

Follow-up Section

## Next Meeting
- **Date**: [Next meeting date or cadence]
- **Carry-over items**: [List deferred agenda items]
- **Pre-read**: [Documents to review before next meeting]

---

S4 — Output Formatting & Distribution

Markdown Output (Default)

Clean markdown file following the structure:

1. Metadata block
2. Attendees table
3. Agenda items with discussion summaries
4. Decision log table
5. Action items table
6. Follow-up / next meeting

Filename convention: YYYY-MM-DD_meeting-title.md

Branded HTML Output (Optional)

When the user requests HTML output or distribution-ready format:

• Brand tokens: navy #122562 background header, gold #FFD700 accent on decision badges, blue #137DC5 for links and action item highlights.
• Typography: Poppins 600 for section headings, Inter 400 for body.
• Layout: dark header with meeting title and date, light body for readability, action items in a highlighted card section.
• Print styles: clean black-on-white with visible table borders.
• Self-contained: single HTML file, no external dependencies beyond Google Fonts.

Distribution Checklist

• Review for sensitive information before sharing externally.
• Confirm all attendee names are spelled correctly.
• Verify action item owners have been notified.
• Attach to calendar invite for the next meeting.

---

Trade-off Matrix

Decision	Option A	Option B	Recommendation
Detail level	Verbatim transcript	Executive summary	Summary with key quotes
Attribution	Name every speaker	Anonymize discussion	Attribute when relevant
Format	Markdown only	Markdown + HTML	Both — markdown for archive, HTML for distribution
Action item dates	Only stated dates	Suggest dates for undated items	Suggest with [SUGGESTED] tag
Language	Single language	Bilingual ES/EN	Match meeting language; bilingual if mixed

---

Assumptions & Limits

• Assumes the user provides accurate input; the skill does not verify claims made in meetings. [EXPLICIT]
• Does not record, transcribe, or access audio/video — works from provided text only. [EXPLICIT]
• Speaker attribution accuracy depends on input quality; ambiguous speakers are marked [SPEAKER UNCLEAR]. [INFERRED]
• Does not send emails, calendar invites, or notifications to attendees. [EXPLICIT]
• Decision IDs and action item IDs are session-scoped; cross-meeting tracking requires external tooling. [INFERRED]

---

Edge Cases

1. Transcript with no clear agenda — Infer topic clusters from discussion flow; present as "Discussion Topics" rather than "Agenda Items" and note that no formal agenda was provided.
2. Meeting with no decisions or action items — Explicitly state "No decisions were recorded" and "No action items were identified" rather than omitting the sections.
3. Highly technical meeting with jargon — Preserve technical terms exactly as stated; add a glossary section at the end if 5+ specialized terms appear.
4. Multilingual meeting (mixed ES/EN) — Write notes in the dominant language; include key terms in both languages where they first appear: "sprint planning (planificacion de sprint)".

---

Good vs Bad Example

Good

### API Migration Timeline

**Context**: Team needs to migrate from REST v2 to GraphQL before Q3 launch.

**Discussion**:
- Maria proposed a phased migration starting with read-only endpoints.
- Carlos raised concerns about client SDK compatibility.
- Group agreed on a 3-phase approach with a compatibility layer.

**Status**: Resolved

| ID | Decision | Owner | Date |
|----|----------|-------|------|
| D1 | Phased migration with compatibility layer | Maria R. | 2026-03-27 |

| ID | Action | Owner | Due Date | Priority | Status |
|----|--------|-------|----------|----------|--------|
| A1 | Draft migration RFC | Maria R. | 2026-04-03 | High | Open |
| A2 | Audit client SDK dependencies | Carlos P. | 2026-04-01 | High | Open |

Why it works: clear context, attributed discussion, linked decision and actions, dates assigned.

Bad

## Meeting Notes

We talked about the API migration. Some people think we should do GraphQL.
There was some disagreement. We decided to move forward.

TODO: someone should write something up about this.

Why it fails: no attribution, no decision detail, vague action item with no owner or date.

---

Validation Gate

Before delivering the final meeting notes, confirm every item:

• Metadata block includes date, time, attendees, and facilitator (or marked [NOT PROVIDED])
• Each agenda/discussion item has context, discussion summary, and status
• Decision log uses unique IDs with rationale and owner columns
• Every action item has an assigned owner (person name, not team)
• Every action item has a due date (actual or [SUGGESTED])
• Speaker attribution is present where identifiable
• No editorializing or interpreting speaker intent
• Unresolved items are explicitly marked as Deferred or Escalated
• HTML output (if requested) uses brand colors #122562, #FFD700, #137DC5
• Follow-up section includes next meeting date and carry-over items

---

Reference Files

File	Purpose
references/minutes-template.md	Standard meeting minutes markdown template
references/action-item-patterns.md	Action item writing patterns with examples
references/html-minutes-template.html	Branded HTML template for distribution
references/decision-log-schema.md	Decision log format and cross-meeting tracking