Meeting Minutes Generator

Transform raw meeting notes into professional, structured meeting minutes with clear action items, decisions, and next steps.

What This Skill Does

• •Creates formatted meeting minutes from bullet points or raw written notes
• •Handles multiple meeting types: team meetings, board meetings, and project meetings
• •Extracts and formats action items with SMART criteria (who, what, when)
• •Documents decisions, votes, and key discussion points
• •Generates professional PDF documents ready for distribution
• •Ensures compliance with meeting documentation best practices

What This Skill Does NOT Do

• •Transcribe audio recordings (requires pre-transcribed text)
• •Attend meetings or take live notes
• •Send or distribute meeting minutes automatically
• •Manage calendaring or scheduling
• •Track action item completion over time

Before Implementation

Gather context to ensure successful implementation:

Ensure all required context is gathered before implementing. Only ask user for THEIR specific requirements (domain expertise is in this skill).

Required Clarifications

Ask the user for THEIR specific meeting context (not general meeting knowledge):

1. Meeting Metadata

• •Date and time of the meeting
• •Meeting type: Team meeting, board meeting, or project meeting?
• •Attendees: Who attended? (names/roles)
• •Absentees: Who was absent? (if relevant)
• •Location/platform: In-person, Zoom, Teams, etc.

2. Raw Notes

• •Meeting notes: Provide the raw notes, bullet points, or written content

3. Formality Level (if not clear from meeting type)

• •Informal (team standup, planning): Focus on action items and decisions
• •Formal (board meeting): Include votes, resolutions, quorum documentation
• •Detailed (project meeting): Extensive action tracking, dependencies, deliverables

Output Specification

Generated meeting minutes will include:

Standard Components (All Meeting Types)

# Meeting Minutes: [Meeting Title]

**Date:** [Date]
**Time:** [Start time - End time]
**Location:** [Physical location or platform]
**Meeting Type:** [Team/Board/Project]

## Attendees
**Present:**
- [Name, Role]
- [Name, Role]

**Absent:**
- [Name, Role] (if applicable)

## Agenda Items
1. [Agenda item 1]
2. [Agenda item 2]

## Key Discussions
### [Topic 1]
[Concise summary of discussion - WHAT was discussed, not WHO said what]
- Key points raised
- Options considered

### [Topic 2]
[Summary]

## Decisions Made
| Decision | Context | Impact |
|----------|---------|--------|
| [Decision] | [Why it was made] | [What it affects] |

## Action Items
| Action Item | Assigned To | Deadline | Status |
|-------------|-------------|----------|--------|
| [Specific action using SMART format] | [Name] | [Date] | Pending |

## Next Steps
- [What happens next]
- [Follow-up items]

## Next Meeting
**Date:** [Date]
**Agenda:** [Topics for next meeting]

---
*Minutes prepared by: [Name]*
*Distributed: [Date]*

Additional Components by Meeting Type

Board Meetings (formal):

• •Quorum statement: "Quorum present: Yes/No ([X] of [Y] members)"
• •Motions and votes: "Motion: [Description]. Moved by [Name], seconded by [Name]. Vote: [X-Y-Z] (favor-against-abstain)"
• •Resolutions: Formal language for official decisions

Project Meetings (detailed):

• •Dependencies: Link action items to project milestones
• •Blockers: Document impediments and resolution plans
• •Deliverable status: Track project artifacts and completion

Domain Standards

Must Follow

• • Objective language: Document WHAT was discussed, not opinions or interpretations
• • Concise summaries: Capture key points, not verbatim transcripts
• • SMART action items: Each action item must specify [WHO] will [DO WHAT] by [WHEN]
• • Accurate decisions: Clearly document decisions and their context
• • Complete metadata: Include date, time, location, attendees, absentees
• • Professional tone: Formal, clear, free of jargon (unless industry-standard)
• • Consistent format: Use standardized templates for meeting type
• • Accurate votes (board meetings): Record exact vote counts and required majorities

Must Avoid

• • Verbatim transcription: Don't record "he said, she said" unless required (board votes)
• • Personal opinions: No subjective language ("extensive discussion", "heated debate")
• • Vague language: Avoid "some people", "many", "several" - be specific or omit
• • Missing assignments: Every action item must have a named owner
• • Unclear deadlines: No "ASAP" or "soon" - use specific dates or state "TBD"
• • Excessive detail: Omit tangential discussions that don't lead to decisions
• • Delayed documentation: Aim for 24-48 hour turnaround (note in distribution)

Workflow

1. •

   Gather Meeting Context

   • •Ask for required clarifications (metadata, notes, formality level)
   • •Review raw notes for completeness
2. •

   Select Template

   • •Team meeting: Use assets/team-meeting-template.md
   • •Board meeting: Use assets/board-meeting-template.md
   • •Project meeting: Use assets/project-meeting-template.md
3. •

   Extract Information

   • •Identify agenda items from notes
   • •Extract key discussion points (summarize, don't transcribe)
   • •Identify decisions made
   • •Extract action items (who, what, when)
   • •Note any votes or formal resolutions (board meetings)
4. •

   Format Action Items

   • •Apply SMART format: "[Name] will [action verb] [specific task] by [deadline]"
   • •Ensure each has: owner, task, deadline
   • •Mark all as "Pending" initially
   • •See references/action-items.md for examples
5. •

   Structure Content

   • •Populate template with extracted information
   • •Organize by agenda items or topics
   • •Use objective, concise language
   • •Format tables and lists for clarity
6. •

   Apply Quality Checks

   • •Review against Domain Standards checklist
   • •Verify all action items have owners and deadlines
   • •Ensure decisions are clearly stated
   • •Check for objective language
7. •

   Generate PDF Output

   • •Convert formatted minutes to PDF
   • •Ensure professional formatting and readability
   • •Include distribution note: "Distributed [date]"
8. •

   Prepare Distribution Note

   • •List recipients (all attendees + stakeholders)
   • •Note any required acknowledgments or approvals

Examples

Good Action Item Format

✅ "Sarah will complete the API security audit by January 15, 2026" ✅ "John will update the project timeline and share with the team by COB Friday" ✅ "Marketing team (lead: Alex) will draft Q1 campaign proposal by January 20, 2026"

Bad Action Item Format

❌ "Someone should look into security" (no owner, no deadline, vague task) ❌ "The team will update the timeline soon" (no specific owner, no deadline) ❌ "Research competitors ASAP" (vague task, no deadline, no owner)

Good Decision Documentation

✅ "Decision: Adopt React for frontend framework. Context: Team expertise and ecosystem support. Impact: Requires training for 2 developers."

Bad Decision Documentation

❌ "We decided to use React" (no context, no impact)

Output Checklist

Before delivering meeting minutes, verify:

Metadata Complete

• • Date, time, location documented
• • All attendees listed with roles
• • Absentees noted (if applicable)
• • Meeting type identified

Content Quality

• • Agenda items clearly listed
• • Key discussions summarized concisely
• • All decisions documented with context
• • Objective language throughout (no opinions)
• • Professional tone maintained

Action Items

• • All action items in SMART format
• • Each action has: owner, task, deadline
• • No vague assignments ("team", "someone")
• • Deadlines are specific dates (or "TBD" if truly unknown)

Format-Specific Requirements

• • Board meetings: Quorum documented, votes recorded accurately
• • Project meetings: Dependencies and blockers noted
• • All types: Next meeting date/agenda included

Deliverable

• • PDF formatted professionally
• • Distribution list prepared
• • Follows template for meeting type
• • Ready for 24-48 hour distribution standard

Reference Files