bcbs-meeting-notes

BCBS Meeting Notes

Processes a SmartTranscribe transcript into rich, structured meeting notes, routes the files to the right BCBS folder, and creates Asana tasks from action items.

Input

The transcript is a .md file produced by SmartTranscribe. It may be:

• Provided directly by Oliver as a file path
• The most recently modified file in ~/Desktop/Transcriptions/
• A file Oliver drops into ~/Documents/BCBS/To Transcribe/

Parsing SmartTranscribe output: The file begins with a metadata block containing fields like Date:, Speakers:, Engines:, and ## Summary. Extract date and participants from this block — do not rely on the filename alone. Priority order for date extraction: (1) date in filename, (2) Date: field in metadata block, (3) file modification timestamp as last resort.

Speaker labels: If the transcript uses generic labels (Speaker A, Speaker B) rather than names, attempt to resolve them from context clues (greetings, names mentioned, topics discussed, meeting title). Note any unresolved speakers in the notes header with a ⚠️ Unresolved speaker flag.

Transcript filenames: SmartTranscribe may save files with inconsistent naming. Regardless of the original filename, rename the transcript to the standard pattern during the move in Step 2.

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Step 1: Determine Routing

Routing philosophy: Be aggressive about routing to Projects and Ashley & Oliver Meetings. Notes/Meetings/ is the fallback of last resort — it should only hold onboarding intros, multi-team events, and calls with genuinely no project home. When in doubt, route to a project.

Check in this order:

Ashley & Oliver 1:1

Route here only if Ashley and Oliver are the sole or primary participants AND the meeting has no strong project identity of its own (quick syncs, weekly check-ins, career discussions). If Ashley joins a multi-person project meeting (e.g., Ashley + Oliver + Gina on Content Planning Tool), route to the project folder instead — the project context takes precedence.

Route to:

~/Documents/BCBS/Ashley & Oliver Meetings/YYYY-MM-DD/

Create the dated folder if it does not exist. Use the recording date (not today's date), formatted as YYYY-MM-DD.

Notes go in the same folder as the transcript.

Project Meeting

Route to a project folder if the meeting's subject matter maps to an existing project — even if the project name never appears in the transcript title or summary. Read the transcript body to understand what was discussed.

Determine the project by:

1. Read the transcript for topic signals — what problem, initiative, or deliverable is being discussed? (e.g., a meeting about content intake workflows belongs in Content Planning Tool even if that phrase never appears.)
2. Check the Projects folder — list ~/Documents/BCBS/Projects/ and match by topic, not just by exact name.
3. Search Asana — first call mcp__claude_ai_Asana__get_me to confirm the workspace, then use mcp__claude_ai_Asana__search_objects to find matching projects by keyword.
4. Err on the side of routing to a project. If you can make a reasonable case that the meeting is about a known project's domain, route it there.

Route to:

~/Documents/BCBS/Projects/[Project Name]/

If no matching project folder exists yet, create it — do not fall back to Notes/Meetings. Use a clear, descriptive Title Case name matching the project's subject (e.g., "Q2 Content Calendar", "Beth Roberts Executive Social").

Notes go in the same folder as the transcript.

General Meeting (default)

Only use this for: onboarding conversations, multi-team events, Senior Games-style planning calls, or meetings that genuinely span multiple projects with no single clear home.

~/Documents/BCBS/Notes/Meetings/

Notes go in the same folder as the transcript.

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Step 2: Move and Rename Files

During the move, rename all files to the standard pattern:

YYYY-MM-DD – [Meeting Name] – Transcript.md   ← the SmartTranscribe output
YYYY-MM-DD – [Meeting Name] – Notes.md        ← generated in Step 3

Use Title Case, spaces, and spaced en dashes (–). Do this in a single mv command that combines the move and rename — not move-then-rename.

1. Move and rename the transcript to the destination folder using the standard filename pattern above.
2. Audio deletion — Show Oliver the audio file path (.m4a, .mp3, or other format alongside the transcript in ~/Desktop/Transcriptions/) and ask for explicit confirmation before deleting. Do not auto-delete audio.
3. Clean up — if the source folder in ~/Desktop/Transcriptions/ or ~/Documents/BCBS/To Transcribe/ is empty after the move, delete it.

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Step 3: Generate Meeting Notes

Generate the notes file and save it alongside the transcript in the same destination folder.

3a — Theme Extraction (Pass 1)

Read the full transcript. Identify and list all major topics discussed. Do not write notes yet — just name the themes. This pass ensures you cover the full transcript before writing.

3b — Theme Elaboration (Pass 2)

For each theme, extract detailed notes: specific names, numbers, decisions, direct quotes, and the narrative thread of that section of the conversation. Capture nuance — if someone qualified a decision or expressed frustration, note it.

3c — Compile (Pass 3)

Assemble the full document from your per-theme notes using the format below. Extract decisions, open questions, and action items into their own sections.

This three-pass approach produces 3–5× more useful output than a single "summarize everything" prompt. Do not skip or collapse passes.

Section count: Target 5–12 topic sections for a typical meeting. If you have more than 12, consolidate thin or closely related topics — a 3-sentence section about rescheduling a call should be folded into the closest related section or dropped if it adds no institutional value. Err toward depth in fewer sections over breadth across many thin ones.

Notes Format

# YYYY-MM-DD – [Meeting Name] – Notes

*Attendee1, Attendee2*
*Source: [transcript filename]*

## Context

[2–4 sentences framing the meeting: what it was, why it happened, what made
it significant. Include who the attendees are, what project was being
discussed, and what the stakes were. Write this like the opening of a memo —
someone picking this up cold should understand the full situation immediately.
Do not just restate the SmartTranscribe summary.]

---

## [Topic 1 Name]

- **Key point:** Detail
- **Sub-point or decision:** Detail
  - Further context or direct quote if important

## [Topic 2 Name]

...

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## Decisions

- **[Decision]:** [What was decided and the rationale or conditions behind it]

## Open Questions

- **[Question]:** [What remains unresolved and who is expected to resolve it]

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## Action Items

### Oliver
- [ ] Task description *(→ Asana: [Project Name])*

### [Other Person]
- [ ] Task description

---

## Reference

**Omit this entire section if empty.**
- **Term or resource** — context note worth preserving for future reference

Writing Guidelines

• Topic sections: Use the actual topics as headers ("Pride Month Planning", "Blog → Social Workflow"). Never use "Topics Discussed" or "Key Points".
• Decisions ≠ action items: Decisions are finalized choices. Action items are tasks. A decision often spawns action items but they are not the same.
• Open questions: Capture anything raised but unresolved — these are the most likely things to get lost.
• Depth over brevity: If a decision had conditions, capture them. If a quote matters, include it verbatim. These notes are institutional memory.
• En dashes throughout: Use – (en dash) in both filenames and H1 headers, never — (em dash) or - (hyphen).
• Action item completeness: Capture both explicit commitments ("I'll send that over") and implicit ones ("I can look into that", "let me follow up on X"). If someone expressed intent to do something, it is an action item.
• Asana tags on all action items: Add *(→ Asana: [Project Name])* to every action item regardless of owner — not just Oliver's. This supports handoffs and accountability tracking even for tasks owned by others.
• Routing context stays out of the notes file: The notes file should read as a clean standalone document. Do not include routing decisions, metadata about where the file was moved, or skill execution notes inside it.

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Step 4: Create Asana Tasks

For each action item assigned to Oliver, create a task in Asana using mcp__claude_ai_Asana__create_task_confirm.

If you haven't already called mcp__claude_ai_Asana__get_me in this session, do so now to confirm the workspace GID before searching or creating.

Match action items to existing Asana projects using mcp__claude_ai_Asana__search_objects. If no matching project exists, create one that mirrors an existing BCBS project's structure:

• Call mcp__claude_ai_Asana__get_project on an existing project for team, color, and layout
• Create with mcp__claude_ai_Asana__create_project_confirm

For action items assigned to others (Cass, Ashley, etc.), list them in the notes but do not create Asana tasks unless Oliver asks.

If the Asana MCP is unavailable or throws an auth error, skip task creation, note it clearly in the Step 5 report, and continue.

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Step 5: Report Back

Notes:       ~/Documents/BCBS/[path]/YYYY-MM-DD – Meeting Name – Notes.md
Transcript:  ~/Documents/BCBS/[path]/YYYY-MM-DD – Meeting Name – Transcript.md  (moved)
Audio:       [path] — awaiting confirmation to delete / deleted
Asana:       N tasks created in [Project Name] / skipped (auth error)

Call out anything ambiguous (routing judgment calls, unresolved speakers, Asana failures) so Oliver can review.

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Folder Reference

Purpose	Path
Ashley & Oliver 1:1s	~/Documents/BCBS/Ashley & Oliver Meetings/YYYY-MM-DD/
Project meetings	~/Documents/BCBS/Projects/[Project Name]/
General meetings	~/Documents/BCBS/Notes/Meetings/
Incoming transcripts	~/Desktop/Transcriptions/
To process queue	~/Documents/BCBS/To Transcribe/