meeting_notes v1.0.0

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] <Topic> — <Date>, 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 — <what> — <owner> — due <date>.
• 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: <Topic> — <Date>
**Facilitator:** <name> | **Notes by:** <name>

## Attendees
- Present: <names>
- Absent: <names>

## Decisions
1. <decision> — decided by <who>, <date>

## Action Items
1. ACTION — <what> — <owner> — due <date>

## Open Questions
1. <question> — waiting on <who>

## Next Meeting
- <date/time> — must resolve: <the one thing>

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.