Meeting Notes

Meeting Notes

When to Use

Use this skill when the user needs to transform raw meeting content -- spoken discussion, rough notes, transcripts, or recalled conversation -- into a structured, shareable document that captures decisions, accountability, and context.

Trigger scenarios:

• User attended a meeting and needs to write it up before distributing to attendees and stakeholders
• User has a transcript, recording summary, or bullet-point dump from a meeting and needs it structured
• User was asked to take minutes and needs a professional format for their organization
• User needs to document that a specific decision was made, by whom, and on what basis -- for audit or legal reasons
• User wants to send a follow-up to a client, vendor, or cross-functional team with clear action item ownership
• User needs to create a record for team members who were absent, in different time zones, or joining a project mid-stream
• User is building a recurring meeting record system and needs consistent format across multiple sessions

Do NOT use when:

• The user wants to plan a future meeting -- use meeting-agenda instead
• The user wants a weekly or sprint status rollup -- use status-update instead; meeting notes capture one specific session, not ongoing project health
• The user wants a formal internal communication -- use business-memo instead; memos are authored and distributed, not transcribed from discussion
• The user wants a formal project or research report -- use business-report instead
• The user needs a decision log covering multiple meetings over time -- that is a project artifact, not meeting notes
• The user is describing a 1:1 performance conversation -- those follow different confidentiality and HR documentation standards
• The user wants a legal deposition or formal regulatory record -- those require verbatim transcription, not summary, and involve legal protocols beyond this skill

Process

Step 1: Gather All Raw Inputs Before Writing Anything

Before structuring a single word, collect everything available about the meeting. Missing context produces notes that contradict what participants remember, which destroys trust in the document.

• Ask for the meeting title, date, exact time, and time zone -- ambiguous timestamps cause confusion for distributed teams and time-stamped records
• Ask for the full attendee list with names, roles, and department or company affiliation (external guests must be clearly labeled)
• Ask who was absent but should have been present -- absences affect accountability and signal when a decision had incomplete stakeholder input
• Ask for the facilitator's name and the note-taker's name -- these are different people and both matter for accountability
• Collect the raw source material: rough bullets, full transcript, voice memo summary, or the user's recalled points
• Ask whether there is a prior action item list to reconcile -- recurring meetings always require a status check on previous commitments