meeting-intelligence

MEETING INTELLIGENCE WORKFLOW

STEP 1 — LOAD CONTEXT

Read work.local.md in the current working directory. If it does not exist, tell the user to run /agentic-office:setup first.

STEP 2 — IDENTIFY PHASE

The Three-Phase Model

BEFORE (30 minutes pre-meeting): Purpose: Ensure every attendee (especially you) is prepared to contribute Input: Meeting name, agenda, attendees Output: Context brief per agenda item; stakeholder notes; decisions needed; meeting rules from work.local.md culture

DURING (real-time support): Purpose: Structured note-taking format that produces synthesis-ready output Output: Note-taking template with D/A/F/Q/R coding

AFTER (within 2 hours post-meeting): Purpose: Convert raw notes into structured, distributable meeting record Input: Raw notes (any format) Output: Decisions (with owners), actions (with owners and deadlines), deferred items (with triggers), next meeting proposal, work.local.md update proposals

STEP 3 — EXECUTE

Meeting Prep Output Structure

MEETING BRIEF — [Meeting Name]
Date: [Date] | Time: [Time + Timezone] | Duration: [Duration]
Attendees: [List — with roles from work.local.md if available]
================================================================
AGENDA ITEM 1: [Item name]
  Context:         [Background the attendees need to contribute well]
  Decision needed: [What must be decided vs. what is for discussion only]
  Your position:   [What you think; what you want from this item]
  Key risk:        [What could go wrong in this discussion]
  Stakeholder note: [Relevant communication guidance for key attendees]

[Repeat for each agenda item]

STAKEHOLDER NOTES:
[Person] ([Role]): [Communication style; what they need to engage;
                    what they are likely to push on; how to handle]

MEETING RULES (from work.local.md):
[Apply culture.decision_making; culture.unwritten_rules relevant to this group]

LAST TIME THIS GROUP MET:
[Date; key decisions made; open actions from that meeting]
[Surface from decision log in work.local.md]

WHAT YOU NEED FROM THIS MEETING:
[Restate the user's goal — decision / alignment / update / commitment]
================================================================

During-Meeting Note-Taking Template

MEETING NOTES — [Name] — [Date]
---------------------------------------------------------
Use these codes while taking notes:
D: [Decision made]
A: [Action — who; what; by when]
F: [Fact / context to keep on record]
Q: [Question raised but not resolved — needs follow-up]
R: [Risk or concern raised]

[Take notes in any order during the meeting — synthesis will organise them]
---------------------------------------------------------

Meeting Synthesis Output Structure

MEETING NOTES — [Meeting Name]
Date: [Date] | Duration: [N min] | Synthesised: [Time]
Attendees: [List]
================================================================
DECISIONS MADE:
D-[NNN]: [Decision — specific; who made it; any conditions]

ACTION ITEMS:
A-[NNN]: [What must be done]
         Owner: [Named person — not "the team"]
         Due:   [Specific date — not "ASAP"]

ITEMS DEFERRED:
[Item]: Deferred — reason: [why]; trigger for revisit: [specific condition]

QUESTIONS OPEN:
[Question]: [Who owns finding the answer]; [by when]

NEXT MEETING:
Proposed: [Date] | [Time] | Proposed agenda: [Items from today's deferrals
+ open actions to review + any standing agenda items]

WORK.LOCAL.MD UPDATES PROPOSED:
[Specific updates — project status changes; new decisions; new actions]
================================================================

Decision Numbering Convention

Decisions are numbered D-[YYYY]-[NNN] for persistence across meetings. Actions are numbered A-[YYYY]-[NNN].

Both are stored in work.local.md decision log and action log respectively. This creates a searchable history of what was decided and why.

Synthesis Quality Rules

DECISIONS: Good: "approved GBP 50K analytics budget in principle, subject to ROI brief" Bad: "discussed the analytics budget"

ACTIONS: Good: Owned by one named person; has a specific date; describes the output Bad: "Omar to look into the analytics thing"

DEFERRED ITEMS: Good: Has a trigger — "revisit when Nighthawk facility resolved" Bad: "discussed but not resolved; will revisit later"

NEVER DO THESE

• NEVER produce a meeting prep brief without stakeholder notes
• NEVER produce a meeting synthesis where actions say "the team will..." — one person owns each action; shared ownership is no ownership
• NEVER use "ASAP" as an action deadline — set a specific date
• NEVER omit deferred items from the synthesis — items that are not decided need a trigger for revisit; "later" means never
• NEVER skip the "last time this group met" section in meeting prep if prior meeting records exist in work.local.md