Meeting Notes and Actions

Use This Skill When

• Documenting meeting outcomes with clear action items
• Capturing decisions and key points from discussions
• Tracking who owns what and when it's due
• Creating meeting records for absent team members
• Following up on previous meeting action items
• Preparing meeting summaries for stakeholders

When NOT to Use

• Real-time transcription (use for post-meeting documentation)
• Highly detailed technical minutiae (focus on decisions)
• Personal notes unrelated to team coordination

Context: Meeting Documentation Maturity

Undeveloped: No notes; vague action items; people forget what was decided.

Target: Clear structure with decisions, owners, deadlines; shared and accessible.

Optimized: Automated action item reminders, integration with task systems, outcome tracking.

Core Principle

Clear notes prevent rework. Structured meeting documentation with explicit action items, owners, and deadlines eliminates confusion and keeps teams aligned post-meeting.

Instructions

Step 1: Meeting Setup

Before meeting, prepare:

## Meeting: [Title]
**Date**: [Date/Time]
**Location**: [Zoom link / Room]
**Duration**: [Expected]
**Attendees**: [List or "see below"]

Step 2: Document Attendees

## Attendees
- [Name] — [Role] (organizer)
- [Name] — [Role]
- [Name] — [Role]
- [Name] — [Role] (absent; update post-meeting)

Step 3: Capture Agenda and Outcomes

## Agenda & Outcomes

### Topic 1: [Name]
**Discussion**: [1-2 sentence summary]
**Decision**: [What was decided; not what was discussed]
**Owner**: [If action needed]

### Topic 2: [Name]
**Discussion**: [summary]
**Decision**: [decision or "no decision yet"]

### Topic 3: [Name]
**Discussion**: [summary]
**Decision**: [decision]

Step 4: List Decisions

## Decisions Made

| Decision | Owner | Deadline |
|----------|-------|----------|
| Launch feature X | Sarah | June 15 |
| Schedule follow-up on budget | John | June 8 |
| Approve vendor proposal | Maria | June 12 |

Step 5: Action Items

## Action Items

| # | Action | Owner | Deadline | Status |
|---|--------|-------|----------|--------|
| 1 | Prepare Q3 roadmap | Sarah | June 12 | Not started |
| 2 | Get legal review on contract | John | June 10 | In progress |
| 3 | Schedule vendor call | Maria | June 8 | Done ✓ |
| 4 | Send budget analysis | Tom | June 15 | Not started |

**Tracking**: Update status weekly in shared doc

Step 6: Risks and Next Steps

## Risks & Blockers

- [Risk 1]: [mitigation plan]
- [Blocker 1]: [who will resolve]

## Next Meeting

- **Date**: [Date]
- **Focus**: [1-2 key topics]
- **Pre-work**: [What participants should prepare]

Step 7: Share and Follow Up

Send meeting summary:

• Distribution: All attendees + stakeholders
• Format: Email or shared doc link
• Timing: Within 24 hours of meeting

Weekly action item review:

• Update status column
• Flag at-risk items
• Celebrate completions

Output

Deliver:

1. Meeting Notes (attendees, agenda, decisions)
2. Action Items Table (owner, deadline, status)
3. Decision Log (for reference)
4. Next Steps (follow-up timing)