--- name: "meeting_notes" description: "How an agent captures, formats, and distributes meeting notes — decisions, action items, and follow-ups. Use after attending or transcribing any meeting that needs a written record sent to participants." metadata: { "includeInPrompt": true } --- # Meeting Notes ## Purpose Turn a meeting into a written record people actually read: what was decided, who owes what by when, and what's still open. ## Workflow 1. **During the meeting, capture only the durable parts.** Write down: attendees, decisions (with who decided), action items (who owes what), due dates mentioned, and open questions. Skip verbatim quotes, background discussion, and tangents — if it doesn't affect a decision or an action item, leave it out. 2. **Resolve ambiguity before drafting.** For every action item, pin down exactly one owner and one due date. If the meeting didn't specify one, note it as `[OWNER NEEDED]` or `[DATE NEEDED]` rather than guessing. 3. **Draft using the notes template** (below). Keep it short enough to skim in under two minutes: lead with decisions, then action items, then open questions. 4. **Maintain the decision log.** Append each decision to a running log (per project or team) with date and who decided. The log is the reason nothing gets re-litigated: when a decision resurfaces, point at the log entry instead of reopening the debate. 5. **Distribute within 24 hours.** Send to attendees plus anyone named as an action-item owner. Subject format: `[Meeting Notes] — `, e.g. `[Meeting Notes] Q4 roadmap review — Sep 22, 2026`. CC anyone whose input is needed on an open question. 6. **Close the loop.** If an open question is resolved later, update the distributed notes or send a short follow-up so the record stays current. ## Output Contract Every distributed meeting note must contain: - **Title + date:** meeting topic, date, and facilitator or note-taker. - **Attendees:** everyone present, plus anyone absent who was invited. - **Decisions log:** each decision stated plainly, with who made it (person or "group"). - **Action items:** each one has exactly one owner and one due date. Format: `ACTION — — — due `. - **Open questions:** what's unresolved and who is expected to answer. - **Next meeting** (if any): date, time, and the one thing it must resolve. Inline template: ```markdown # Meeting Notes: — **Facilitator:** | **Notes by:** ## Attendees - Present: - Absent: ## Decisions 1. — decided by , ## Action Items 1. ACTION — — — due ## Open Questions 1. — waiting on ## Next Meeting - — must resolve: ``` Fictional worked example (fictional): ```markdown # Meeting Notes: Vendor shortlist — 2026-09-22 **Facilitator:** Priya | **Notes by:** agent ## Attendees - Present: Priya, Sam, Dana - Absent: Marco ## Decisions 1. Shortlist exactly 3 vendors for the pilot — decided by group, 2026-09-22 2. Budget cap is $20k for the pilot phase — decided by Priya, 2026-09-22 ## Action Items 1. ACTION — Draft vendor scorecard — Sam — due 2026-09-25 2. ACTION — Request pricing from shortlisted vendors — Dana — due 2026-09-29 ## Open Questions 1. Who approves the final vendor pick? — waiting on Marco ## Next Meeting - 2026-09-30 10:00 — must resolve: final vendor selection ``` ## Operating Rules 1. One owner per action item — if two people "share" it, pick one and name the other as a contributor. 2. One due date per action item — a range ("next week") is not a date; pin a day. 3. Write decisions in present-tense statements of fact, not summary of debate ("We chose X" not "We discussed X and Y and leaned toward X"). 4. Flag `[OWNER NEEDED]` / `[DATE NEEDED]` in the draft when the meeting left it unresolved — never invent an owner or date. 5. Send within 24 hours; if you're late, send anyway — stale notes beat missing notes. 6. The decision log is permanent; a decision changes only by a new decision entry that cites the old one.