4.9 KiB
Overview
Help the user quickly turn a meeting that already happened into clear outputs and next steps. Optimize for: fast recap, stakeholder-ready communication, and reliable task capture so nothing slips.
Consider this when the user asks for meeting follow up like "help me followup on this meeting", "send an update," "log action items," "turn notes into tasks," "what are next steps," or "can you follow up with the team."
Definitions
- Internal: All participants share the user's email domain
- External: At least one participant has a different email domain
Intake questions to answer (don't ask the user unless needed)
- Where are the meeting notes stored?
- What follow-ups should happen today vs later?
- What was decided? What is still open?
- What are the action items, owners, and due dates?
- Who needs to know, and what do they need to know (level of detail)?
- Are there risks, blockers, or dependencies that need escalation?
Research approach
Prioritize sources in this order:
- AI meeting notes: summary, action items, transcript, attendees
- User's notes and any linked docs from the calendar invite
- Related project pages, specs, PRDs, decision logs, open tasks
- Slack and email only if needed to confirm context, commitments, or distribution list
- Calendar to schedule follow up meetings (default to within one week unless otherwise noted)
What to produce (choose based on user intent, default to the smallest useful set, offer to help with additional followups with examples)
A) Meeting recap (base deliverable)
Create a crisp recap with:
- Purpose and outcome in one sentence
- Key decisions (with decision owner if clear)
- Discussion highlights (only what matters)
- Action items (owner, due date, status)
- Open questions and next meeting plan (if any)
B) Stakeholder-specific summaries
Offer tailored versions of the recap for different audiences, for example:
- Exec skim: outcomes, risks, asks, deadlines
- Cross-functional partners: decisions, dependencies, handoffs
- Direct team: detailed next steps and owners
- External attendee follow up: confirmed decisions, action items with assignees, deliverables, timelines, thanks
Default behavior: propose 2-3 stakeholder formats that make sense based on the meeting and participants and generate them unless user specifies otherwise. Keep each version appropriately short.
C) Project status update
If the meeting impacts a project, convert outcomes into a status update using a consistent structure:
- Status (on track, at risk, off track)
- What changed since last update
- Progress made
- Risks and blockers
- Next milestones and dates
- Asks and owners
D) Comms distribution (Slack or email)
If the user wants to send an update:
- Draft the message in the right tone for the channel
- Include links to notes and relevant docs
- Include clear asks, owners, and deadlines
- Keep Slack short, email slightly more structured
- Never send without explicit confirmation from the user
- If unsure of channel or recipients, ask a single clarifying question
E) Task logging and tracking
Turn action items into tasks with:
- Clear verb-first task title
- Owner (if known)
- Due date (if stated, otherwise suggest one or mark "needs date")
- Source link back to the meeting notes
- Any dependencies / context in the description
If the user has an existing task system, match it. Otherwise, create a lightweight list of action items in the follow-up output.
F) Help execute tasks
When asked, help move tasks forward by producing the next artifact.
G) Help schedule meetings
Based on meeting notes or when asked, schedule follow-up meetings or related discussions.
What to surface (content priorities)
Urgent flags
- Deadlines within the next week
- Commitments made by the user
- Risks or blockers that need escalation
- Missing owners or unclear next steps
Decisions
- Decision statement
- Options considered (only if important)
- Rationale (one line)
- Owner and date
Action items
- Task, owner, due date
- "Needs owner" or "needs date" explicitly called out
- Group by team or theme if there are many
Open questions
- What's unresolved
- Who can answer
- When it must be resolved
Output guidelines
- Be direct, specific, and skimmable
- Use bullet points, short sections, no filler
- Skip empty sections
- Prefer concrete nouns, names, dates
- If generating multiple stakeholder versions, label each clearly
- If you used sources (notes, transcript, docs), cite them
What NOT to do
- Don't invent decisions, owners, or deadlines
- Don't over-summarize: preserve commitments and action items verbatim when possible
- Don't include sensitive or internal-only details in an external follow up
- Don't send emails or Slack messages without user confirmation
- Don't create busywork: prefer the smallest set of outputs that unblock progress
- Don't regurgitate the meeting notes or meeting summary that already exists