Skill

coordinate-meeting

Coordinates project meetings: generates a structured agenda, creates a Google Calendar event, and prepares a protocol template. Covers 5 meeting types across the full project lifecycle — tasks #6, #15, #17, #20, #26. Meeting types: Go/No-Go (Phase 1, #6), Client Demo (Phase 3, #15), Sprint Planning (Phase 4, #17), Sprint Demo (Phase 4, #20), Launch Status Meeting (Phase 5, #26). Reads project context files (stakeholder-map, project-plan, progress reports) to auto-populate participants and agenda topics. Mode B: agent prepares a draft agenda, PM confirms before the Calendar event is created. Triggers EN: 'coordinate meeting', 'prepare agenda', 'schedule meeting'.

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Tool Access

This skill uses the workspace's default tool permissions.

Preview

Coordinates project meetings for all 5 types across the project lifecycle.

Supporting Assets

templates/email-tpl-meeting-status-en.mdtemplates/email-tpl-meeting-status-ru.mdtemplates/meeting-agenda-template-en.mdtemplates/meeting-agenda-template-ru.md

SKILL.md

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Skill: coordinate-meeting

Coordinates project meetings for all 5 types across the project lifecycle. Generates an agenda, creates a Google Calendar event (with fallback), and prepares a protocol template. Mode B: PM confirms the draft before the Calendar event is created and files are saved.

Triggers

Russian: «организуй встречу», «подготовь повестку», «запланируй встречу», «повестка для встречи», «Go/No-Go», «демо заказчику», «планирование спринта», «демо спринта», «статусная встреча по запуску» English: "coordinate meeting", "prepare agenda", "schedule meeting", "go no go meeting", "client demo", "sprint planning", "sprint demo", "launch status meeting"

Language Detection

Request in Russian → template meeting-agenda-template-ru.md, all outputs in Russian
Otherwise → template meeting-agenda-template-en.md, all outputs in English

Meeting Types

Key	Description	Phase	Task
`go-no-go`	Go/No-Go gate: approve project initiation	1	#6
`demo-client`	Prototype demo to the client	3	#15
`sprint-planning`	Sprint planning (repeating)	4	#17
`sprint-demo`	Sprint review / demo (repeating)	4	#20
`launch-status`	Launch status review (repeating)	5	#26

Input

Data	Required	Source
Meeting type	yes	PM in chat (inferred or asked)
Date and time	yes	PM in chat
Participants	no	`01-initiation/stakeholder-map.md` or PM
Project name, current phase	no	`project-state.md`
Sprint number (sprint-planning / sprint-demo)	no	`project-state.md` or PM
Meeting objectives	no	Derived from type and project context

Output

File	Project path	Task
`agenda-{type}-{YYYY-MM-DD}.md`	`meetings/`	#6 / #15 / #17 / #20 / #26
`protocol-{type}-{YYYY-MM-DD}.md`	`meetings/`	#6 / #15 / #17 / #20 / #26
Google Calendar event	external action	all types
`email-tpl-meeting-status.md`	`meetings/`	#26 only

Instructions

Step 1 — Guard-rail and Determine Meeting Type

Guard-rail: If the request is about meeting facilitation methodology in general (not a specific project meeting) → respond: "coordinate-meeting organizes a specific project meeting. Tell me what's happening in your project right now — I'll determine the right meeting type." Do not start the workflow.

Determine meeting type from PM's request:

Cues	Meeting type
"go/no-go", "project approval", "charter review", "project gate"	`go-no-go`
"client demo", "demo to client", "prototype presentation", "show client"	`demo-client`
"sprint planning", "plan the sprint", "start sprint", "next sprint"	`sprint-planning`
"sprint demo", "sprint review", "end of sprint", "sprint results"	`sprint-demo`
"launch status", "launch meeting", "go-live status", "launch sync"	`launch-status`

If type is unclear → ask: "Which type of meeting do you need?

Go/No-Go — project initiation gate (Phase 1)
Client Demo — prototype presentation (Phase 3)
Sprint Planning — plan the upcoming sprint (Phase 4)
Sprint Demo — review sprint results (Phase 4)
Launch Status Meeting — launch progress review (Phase 5)"

If date/time is not provided → ask: "When is the meeting? (date and time)"

Step 2 — Gather Context from Project Files

Always read (if available):

project-state.md → project name, current phase, sprint number

Read based on meeting type:

Meeting type	Additional files to read
`go-no-go`	`01-initiation/project-charter.md`, `01-initiation/risk-register.md`
`demo-client`	`project-state.md` (prototype readiness), `03-execution/comparison-table.xlsx`
`sprint-planning`	`02-planning/project-plan.md` (backlog, next sprint milestones)
`sprint-demo`	last `reports/progress-report-*.md`, `02-planning/project-plan.md`
`launch-status`	last `reports/weekly-status-*.md`, `03-execution/launch-checklist.md`

Always read for participants:

01-initiation/stakeholder-map.md → determine participant list by role/type

If files are unavailable: continue with PM-provided data and placeholder values. Notify in chat: "[Filename] not found — placeholders used. Fill in before the meeting."

Step 3 — Determine Participants

Use the following defaults; enrich with stakeholder-map.md if available:

Meeting type	Required participants
`go-no-go`	PM, Project Sponsor, Client / Decision-Making Stakeholders
`demo-client`	PM, Prototype Team, Client, Key Stakeholders
`sprint-planning`	PM, Development Team, Tech Lead
`sprint-demo`	PM, Development Team, Client, Key Stakeholders
`launch-status`	PM, Dev Lead, Marketing Lead, Ops Lead, Client

If stakeholder-map.md is available → replace roles with actual names and contacts. If not available → keep role placeholders.

Step 4 — Build Agenda

Load the template matching the detected language:

Russian → templates/meeting-agenda-template-ru.md
English → templates/meeting-agenda-template-en.md

Default meeting durations — use these values for {DURATION} in the template unless PM specifies otherwise:

Meeting type	Default duration
`go-no-go`	60 min
`demo-client`	90 min
`sprint-planning`	90 min
`sprint-demo`	60 min
`launch-status`	60 min

Populate the template with meeting-type-specific agenda items:

go-no-go (60 min):

Welcome and objectives (5 min)
Project charter status — key parameters and constraints (15 min)
Risk overview — top 3 risks (10 min)
Open questions from stakeholders (15 min)
Go / No-Go vote and decision (10 min)
Next steps if Go (5 min)

demo-client (90 min):

Welcome and agenda overview (5 min)
Project status since last meeting (10 min)
Prototype demonstrations — per variant (40 min)
Comparison overview if comparison-table exists (15 min)
Client feedback and discussion (15 min)
Decision / next steps (5 min)

sprint-planning (60–90 min):

Previous sprint recap — completed vs planned (10 min)
Next sprint goals and success criteria (10 min)
Backlog review — candidate items (20–30 min)
Task assignment and estimation (15–20 min)
Sprint commitment confirmation (5 min)

sprint-demo (60 min):

Sprint goals recap (5 min)
Demonstration of completed items (30 min)
What was not completed and why (10 min)
Feedback from stakeholders (10 min)
Retrospective highlights (optional, 5 min)

launch-status (60 min):

Overall launch status — RAG (5 min)
Dev stream status (10 min)
Marketing stream status (10 min)
Ops/infrastructure status (10 min)
Blockers, risks, escalations (15 min)
Decisions and action items (10 min)

Fill in from project context:

PROJECT_NAME — from project-state.md
SPRINT_NUMBER — from project-state.md or PM
Key risks/blockers — from risk-register.md or progress report
Materials for preparation — list relevant files PM should review before the meeting

Step 5 — Show Draft to PM (Mode B)

Output to chat:

Summary line: "Meeting: {Type} | {Date and Time} | Participants: {N}"
Full agenda draft

Ask: "Draft is ready. Confirm or request changes?

Confirm → I will save files and create the Calendar event.
Change participants / agenda items / time → specify edits."

Do not create files or the Calendar event until PM confirms.

Step 6 — Create Calendar Event

If PM confirms:

Attempt to create the event via Google Calendar MCP:

Title: [{MeetingType}] {ProjectName} — {ShortDescription} Example: [Sprint Planning] ClientBoard — Sprint 3
Date/time: from agenda
Participants: email addresses from stakeholder-map.md (if available); otherwise skip
Description: agenda items (brief, bulleted) + link to agenda file path

Fallback if Calendar MCP is unavailable: Add section "Calendar Event Parameters" to the saved agenda file:

Title: [as above]
Date/Time: {DATE} {TIME}
Duration: {DURATION} min
Participants: {LIST}
Description: [paste agenda items]

Notify PM: "Calendar MCP unavailable. Event parameters saved in the agenda file — create the event manually."

Step 7 — Save Files and Update State

Create meetings/agenda-{type}-{YYYY-MM-DD}.md.
Create meetings/protocol-{type}-{YYYY-MM-DD}.md (blank template for post-meeting use).
For launch-status only: create meetings/email-tpl-meeting-status.md by populating the matching language template (templates/email-tpl-meeting-status-en.md or ru.md). Pre-fill PROJECT_NAME, PM_NAME, meeting date, next meeting date. Leave decisions/tasks as placeholders — PM fills after the meeting.
Update project-state.md: add artifact records with status draft.
Write to logs/log.md: {DATE}: coordinate-meeting — type: {TYPE}, created meetings/agenda-{type}-{DATE}.md + meetings/protocol-{type}-{DATE}.md
Output to chat:
- "Files saved: meetings/agenda-{type}-{DATE}.md, meetings/protocol-{type}-{DATE}.md"
- "After the meeting, fill in the protocol: decisions, tasks, owners, deadlines."
- For launch-status: "Use meetings/email-tpl-meeting-status.md to send the meeting status via send-email."

Templates

File	Purpose
`templates/meeting-agenda-template-en.md`	Agenda + protocol template (EN)
`templates/meeting-agenda-template-ru.md`	Agenda + protocol template (RU)
`templates/email-tpl-meeting-status-en.md`	Launch status email template E8 (EN)
`templates/email-tpl-meeting-status-ru.md`	Launch status email template E8 (RU)

Dependencies

Reads (optional):

project-state.md — project name, phase, sprint number
01-initiation/stakeholder-map.md — participants
02-planning/comm-plan.md — communication preferences
02-planning/project-plan.md — milestones and backlog
01-initiation/risk-register.md — top risks (go-no-go)
03-execution/comparison-table.xlsx — prototype comparison (demo-client)
reports/progress-report-*.md — latest progress (sprint-demo)
reports/weekly-status-*.md — latest status (launch-status)
03-execution/launch-checklist.md — launch readiness (launch-status)

External actions:

Google Calendar MCP — event creation (primary path)
Fallback: parameters saved in agenda file for manual creation

Passes data to:

generate-meeting-protocol — protocol file for post-meeting notes (task #16)
send-email — email-tpl-meeting-status.md for launch-status distribution (E8, level 3)

Constraints

Requires meeting type and date/time to start
Calendar event created only after PM confirmation (Mode B)
Skill does not conduct the meeting or fill the protocol — PM fills protocol after the meeting
One invocation = one meeting; recurring meetings → separate invocations per occurrence
For sprint-planning/sprint-demo/launch-status, include sprint number or specific date in file name
Email distribution after launch-status is executed via send-email, not automatically
Fallback mode (no Calendar MCP) does not block agenda/protocol file creation