coordinate-meeting

name

coordinate-meeting

description

Coordinates project meetings: generates a structured agenda, creates a Google Calendar event, and prepares a protocol template. Covers 5 meeting types across the full project lifecycle — tasks #6, #15, #17, #20, #26. Meeting types: Go/No-Go (Phase 1, #6), Client Demo (Phase 3, #15), Sprint Planning (Phase 4, #17), Sprint Demo (Phase 4, #20), Launch Status Meeting (Phase 5, #26). Reads project context files (stakeholder-map, project-plan, progress reports) to auto-populate participants and agenda topics. Mode B: agent prepares a draft agenda, PM confirms before the Calendar event is created. Triggers EN: 'coordinate meeting', 'prepare agenda', 'schedule meeting'.

Skill: coordinate-meeting

Coordinates project meetings for all 5 types across the project lifecycle. Generates an agenda, creates a Google Calendar event (with fallback), and prepares a protocol template. Mode B: PM confirms the draft before the Calendar event is created and files are saved.

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Triggers

Russian: «организуй встречу», «подготовь повестку», «запланируй встречу», «повестка для встречи», «Go/No-Go», «демо заказчику», «планирование спринта», «демо спринта», «статусная встреча по запуску» English: "coordinate meeting", "prepare agenda", "schedule meeting", "go no go meeting", "client demo", "sprint planning", "sprint demo", "launch status meeting"

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Language Detection

• Request in Russian → template meeting-agenda-template-ru.md, all outputs in Russian
• Otherwise → template meeting-agenda-template-en.md, all outputs in English

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Meeting Types

Key	Description	Phase	Task
go-no-go	Go/No-Go gate: approve project initiation	1	#6
demo-client	Prototype demo to the client	3	#15
sprint-planning	Sprint planning (repeating)	4	#17
sprint-demo	Sprint review / demo (repeating)	4	#20
launch-status	Launch status review (repeating)	5	#26

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Input

Data	Required	Source
Meeting type	yes	PM in chat (inferred or asked)
Date and time	yes	PM in chat
Participants	no	01-initiation/stakeholder-map.md or PM
Project name, current phase	no	project-state.md
Sprint number (sprint-planning / sprint-demo)	no	project-state.md or PM
Meeting objectives	no	Derived from type and project context

Output

File	Project path	Task
agenda-{type}-{YYYY-MM-DD}.md	meetings/	#6 / #15 / #17 / #20 / #26
protocol-{type}-{YYYY-MM-DD}.md	meetings/	#6 / #15 / #17 / #20 / #26
Google Calendar event	external action	all types
email-tpl-meeting-status.md	meetings/	#26 only

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Instructions

Step 1 — Guard-rail and Determine Meeting Type

Guard-rail: If the request is about meeting facilitation methodology in general (not a specific project meeting) → respond: "coordinate-meeting organizes a specific project meeting. Tell me what's happening in your project right now — I'll determine the right meeting type." Do not start the workflow.

Determine meeting type from PM's request:

Cues	Meeting type
"go/no-go", "project approval", "charter review", "project gate"	go-no-go
"client demo", "demo to client", "prototype presentation", "show client"	demo-client
"sprint planning", "plan the sprint", "start sprint", "next sprint"	sprint-planning
"sprint demo", "sprint review", "end of sprint", "sprint results"	sprint-demo
"launch status", "launch meeting", "go-live status", "launch sync"	launch-status

If type is unclear → ask: "Which type of meeting do you need?

1. Go/No-Go — project initiation gate (Phase 1)
2. Client Demo — prototype presentation (Phase 3)
3. Sprint Planning — plan the upcoming sprint (Phase 4)
4. Sprint Demo — review sprint results (Phase 4)
5. Launch Status Meeting — launch progress review (Phase 5)"

If date/time is not provided → ask: "When is the meeting? (date and time)"

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Step 2 — Gather Context from Project Files

Always read (if available):

• project-state.md → project name, current phase, sprint number

Read based on meeting type:

Meeting type	Additional files to read
go-no-go	01-initiation/project-charter.md, 01-initiation/risk-register.md
demo-client	project-state.md (prototype readiness), 03-execution/comparison-table.xlsx
sprint-planning	02-planning/project-plan.md (backlog, next sprint milestones)
sprint-demo	last reports/progress-report-*.md, 02-planning/project-plan.md
launch-status	last reports/weekly-status-*.md, 03-execution/launch-checklist.md

Always read for participants:

• 01-initiation/stakeholder-map.md → determine participant list by role/type

If files are unavailable: continue with PM-provided data and placeholder values. Notify in chat: "[Filename] not found — placeholders used. Fill in before the meeting."

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Step 3 — Determine Participants

Use the following defaults; enrich with stakeholder-map.md if available:

Meeting type	Required participants
go-no-go	PM, Project Sponsor, Client / Decision-Making Stakeholders
demo-client	PM, Prototype Team, Client, Key Stakeholders
sprint-planning	PM, Development Team, Tech Lead
sprint-demo	PM, Development Team, Client, Key Stakeholders
launch-status	PM, Dev Lead, Marketing Lead, Ops Lead, Client

If stakeholder-map.md is available → replace roles with actual names and contacts. If not available → keep role placeholders.

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Step 4 — Build Agenda

Load the template matching the detected language:

• Russian → templates/meeting-agenda-template-ru.md
• English → templates/meeting-agenda-template-en.md

Default meeting durations — use these values for {DURATION} in the template unless PM specifies otherwise:

Meeting type	Default duration
go-no-go	60 min
demo-client	90 min
sprint-planning	90 min
sprint-demo	60 min
launch-status	60 min

Populate the template with meeting-type-specific agenda items:

go-no-go (60 min):

1. Welcome and objectives (5 min)
2. Project charter status — key parameters and constraints (15 min)
3. Risk overview — top 3 risks (10 min)
4. Open questions from stakeholders (15 min)
5. Go / No-Go vote and decision (10 min)
6. Next steps if Go (5 min)

demo-client (90 min):

1. Welcome and agenda overview (5 min)
2. Project status since last meeting (10 min)
3. Prototype demonstrations — per variant (40 min)
4. Comparison overview if comparison-table exists (15 min)
5. Client feedback and discussion (15 min)
6. Decision / next steps (5 min)

sprint-planning (60–90 min):

1. Previous sprint recap — completed vs planned (10 min)
2. Next sprint goals and success criteria (10 min)
3. Backlog review — candidate items (20–30 min)
4. Task assignment and estimation (15–20 min)
5. Sprint commitment confirmation (5 min)

sprint-demo (60 min):

1. Sprint goals recap (5 min)
2. Demonstration of completed items (30 min)
3. What was not completed and why (10 min)
4. Feedback from stakeholders (10 min)
5. Retrospective highlights (optional, 5 min)

launch-status (60 min):

1. Overall launch status — RAG (5 min)
2. Dev stream status (10 min)
3. Marketing stream status (10 min)
4. Ops/infrastructure status (10 min)
5. Blockers, risks, escalations (15 min)
6. Decisions and action items (10 min)

Fill in from project context:

• PROJECT_NAME — from project-state.md
• SPRINT_NUMBER — from project-state.md or PM
• Key risks/blockers — from risk-register.md or progress report
• Materials for preparation — list relevant files PM should review before the meeting

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Step 5 — Show Draft to PM (Mode B)

Output to chat:

• Summary line: "Meeting: {Type} | {Date and Time} | Participants: {N}"
• Full agenda draft

Ask: "Draft is ready. Confirm or request changes?

1. Confirm → I will save files and create the Calendar event.
2. Change participants / agenda items / time → specify edits."

Do not create files or the Calendar event until PM confirms.

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Step 6 — Create Calendar Event

If PM confirms:

Attempt to create the event via Google Calendar MCP:

• Title: [{MeetingType}] {ProjectName} — {ShortDescription} Example: [Sprint Planning] ClientBoard — Sprint 3
• Date/time: from agenda
• Participants: email addresses from stakeholder-map.md (if available); otherwise skip
• Description: agenda items (brief, bulleted) + link to agenda file path

Fallback if Calendar MCP is unavailable: Add section "Calendar Event Parameters" to the saved agenda file:

Title: [as above]
Date/Time: {DATE} {TIME}
Duration: {DURATION} min
Participants: {LIST}
Description: [paste agenda items]

Notify PM: "Calendar MCP unavailable. Event parameters saved in the agenda file — create the event manually."

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Step 7 — Save Files and Update State

1. Create meetings/agenda-{type}-{YYYY-MM-DD}.md.
2. Create meetings/protocol-{type}-{YYYY-MM-DD}.md (blank template for post-meeting use).
3. For launch-status only: create meetings/email-tpl-meeting-status.md by populating the matching language template (templates/email-tpl-meeting-status-en.md or ru.md). Pre-fill PROJECT_NAME, PM_NAME, meeting date, next meeting date. Leave decisions/tasks as placeholders — PM fills after the meeting.
4. Update project-state.md: add artifact records with status draft.
5. Write to logs/log.md: {DATE}: coordinate-meeting — type: {TYPE}, created meetings/agenda-{type}-{DATE}.md + meetings/protocol-{type}-{DATE}.md
6. Output to chat:
   • "Files saved: meetings/agenda-{type}-{DATE}.md, meetings/protocol-{type}-{DATE}.md"
   • "After the meeting, fill in the protocol: decisions, tasks, owners, deadlines."
   • For launch-status: "Use meetings/email-tpl-meeting-status.md to send the meeting status via send-email."

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Templates

File	Purpose
templates/meeting-agenda-template-en.md	Agenda + protocol template (EN)
templates/meeting-agenda-template-ru.md	Agenda + protocol template (RU)
templates/email-tpl-meeting-status-en.md	Launch status email template E8 (EN)
templates/email-tpl-meeting-status-ru.md	Launch status email template E8 (RU)

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Dependencies

Reads (optional):

• project-state.md — project name, phase, sprint number
• 01-initiation/stakeholder-map.md — participants
• 02-planning/comm-plan.md — communication preferences
• 02-planning/project-plan.md — milestones and backlog
• 01-initiation/risk-register.md — top risks (go-no-go)
• 03-execution/comparison-table.xlsx — prototype comparison (demo-client)
• reports/progress-report-*.md — latest progress (sprint-demo)
• reports/weekly-status-*.md — latest status (launch-status)
• 03-execution/launch-checklist.md — launch readiness (launch-status)

External actions:

• Google Calendar MCP — event creation (primary path)
• Fallback: parameters saved in agenda file for manual creation

Passes data to:

• generate-meeting-protocol — protocol file for post-meeting notes (task #16)
• send-email — email-tpl-meeting-status.md for launch-status distribution (E8, level 3)

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Constraints

• Requires meeting type and date/time to start
• Calendar event created only after PM confirmation (Mode B)
• Skill does not conduct the meeting or fill the protocol — PM fills protocol after the meeting
• One invocation = one meeting; recurring meetings → separate invocations per occurrence
• For sprint-planning/sprint-demo/launch-status, include sprint number or specific date in file name
• Email distribution after launch-status is executed via send-email, not automatically
• Fallback mode (no Calendar MCP) does not block agenda/protocol file creation