meeting-notes-to-actions

Overview

Processes meeting transcripts, raw notes, or audio transcriptions and produces structured outputs: decisions made, owned action items with deadlines, open questions, and a concise executive recap. Works with pasted text or file paths. Outputs are formatted for the chosen delivery channel (markdown document, email summary, or chat post).

Workflow

<Definition - Action Item> A concrete task with a named owner (the person who committed to doing it) and, when stated, a deadline. Must be derived from an explicit commitment in the meeting content. Phrases like "I will," "Let me," "[Name] can take that," or "[Name] owns this" indicate ownership. Vague suggestions or aspirational statements do not qualify. </Definition - Action Item>

<Definition - Decision> A conclusion or resolution reached during the meeting that changes direction, confirms a plan, or closes a discussion. Must be explicitly stated or clearly agreed upon by participants. A proposal without explicit agreement is not a decision. </Definition - Decision>

<Definition - Open Question> A question raised during the meeting that was not resolved before the meeting ended. Includes items deferred to a future discussion, items awaiting external input, and unresolved disagreements where no final call was made. </Definition - Open Question>

<Workflow - Meeting Notes to Actions description="End-to-end meeting content processing flow." tools=[file_read, file_write, open_in_session_tab] triggers=["summarize this meeting", "extract action items", "what were the decisions", "meeting recap", "process these meeting notes", "turn transcript into actions"]

1. [Agent] Determine the source type. If meeting_source is a file path, read the file using file_read. If it is pasted text, accept it directly. Validate that the content is non-empty and contains recognizable meeting dialogue or notes. If fails: If the file cannot be read or the content is empty or not recognizable as meeting material, report the specific problem and ask the user for a valid source.

2. [Decide] Check whether meeting_title and attendees were provided. If not, scan the source content for a subject line, header, or introductory statement that names the meeting. Extract attendee names from speaker labels, roll call, or explicit mentions. If neither can be determined, ask the user.

3. [Think] Parse the full source content. Identify segments that correspond to: discussion topics, proposed actions, confirmed decisions, unresolved questions, and side conversations. Discard filler but do not discard any substantive content. Flag unintelligible sections.

4. [Agent] Extract decisions. For each decision, record: the decision statement (exact or near-exact wording from source), who made or confirmed it, and the context or topic it relates to. If fails: If no decisions can be identified, record an empty Decisions section noting none were found rather than inventing any.

5. [Agent] Extract action items. For each action item, record: the task description, the owner (explicit name or "TBD"), the deadline (if stated, otherwise "Not specified"), and any dependencies or blockers mentioned. If fails: If ownership or tasks cannot be parsed, mark unclear owners as TBD and flag the affected items in Open Questions rather than guessing.

6. [Agent] Extract open questions. For each open question, record: the question or unresolved topic, who raised it (if identifiable), and any proposed next step (e.g., "revisit next week," "waiting on legal review"). If fails: If no open questions are found, record an empty Open Questions section and note that all topics appeared resolved.

7. [Agent] Compose the executive recap. Summarize the meeting in under 150 words covering: purpose of the meeting, key outcomes, and any critical blockers. Write in plain language without jargon. If fails: If the content is too sparse to summarize, state that the source lacked enough detail for a recap and list what was extracted.

8. [Decide] Format the output based on output_format:

   • markdown: Use the Structured Recap template. Save to a file and open in the session tab.
   • email_summary: Use the Structured Recap template with a subject line header. Present inline for copy-paste.
   • chat_post: Use the Chat Post template (formatted for Slack, Teams, or similar). Present inline for copy-paste.

</Workflow - Meeting Notes to Actions>

<Template - Structured Recap>

# {{meeting_title}}

**Date:** {{meeting_date}}
**Attendees:** {{attendees}}

## Executive Recap

{{executive_recap}}

## Decisions

| # | Decision | Made by | Context |
|---|----------|---------|---------|
{{decisions_table}}

## Action Items

| # | Task | Owner | Deadline | Notes |
|---|------|-------|----------|-------|
{{action_items_table}}

## Open Questions

| # | Question | Raised by | Proposed next step |
|---|----------|-----------|-------------------|
{{open_questions_table}}

---
*Generated from meeting source. Review for transcription errors flagged with [name unclear].*

</Template - Structured Recap>

<Template - Chat Post>

*{{meeting_title}} - Recap*

*Decisions:*
{{decisions_bullet_list}}

*Action Items:*
{{action_items_bullet_list}}

*Open Questions:*
{{open_questions_bullet_list}}

_Full notes available on request._

</Template - Chat Post>