meeting-record-system

name	meeting-record-system
description	Record and manage meeting notes with intelligence. Organizes meeting documentation with action items, decisions, and follow-ups.
license	Proprietary. LICENSE.txt has complete terms

Meeting Intelligence

Prepares you for meetings by gathering context from Notion, enriching it with Claude research, and creating comprehensive meeting materials. Generates both an internal pre-read for attendees and an external-facing agenda for the meeting itself.

Quick Start

When asked to prep for a meeting:

1. Gather Notion context: Use Notion:notion-search to find related pages
2. Fetch details: Use Notion:notion-fetch to read relevant content
3. Enrich with research: Use Claude's knowledge to add context, industry insights, or best practices
4. Create internal pre-read: Use Notion:notion-create-pages for background context document (for attendees)
5. Create external agenda: Use Notion:notion-create-pages for meeting agenda (shared with all participants)
6. Link resources: Connect both docs to related projects and each other

Meeting Prep Workflow

Step 1: Understand meeting context

Collect meeting details:
- Meeting topic/title
- Attendees (internal team + external participants)
- Meeting purpose (decision, brainstorm, status update, customer demo, etc.)
- Meeting type (internal only vs. external participants)
- Related project/initiative
- Specific topics to cover

Step 2: Search for Notion context

Use Notion:notion-search to find:
- Project pages related to meeting topic
- Previous meeting notes
- Specifications or design docs
- Related tasks or issues
- Recent updates or reports
- Customer/partner information (if applicable)

Search strategies:
- Topic-based: "mobile app redesign"
- Project-scoped: search within project teamspace
- Attendee-created: filter by created_by_user_ids
- Recent updates: use created_date_range filters

Step 3: Fetch and analyze Notion content

For each relevant page:
1. Fetch with Notion:notion-fetch
2. Extract key information:
   - Project status and timeline
   - Recent decisions and updates
   - Open questions or blockers
   - Relevant metrics or data
   - Action items from previous meetings
3. Note gaps in information

Step 4: Enrich with Claude research

Beyond Notion context, add value through:

For technical meetings:
- Explain complex concepts for broader audience
- Summarize industry best practices
- Provide competitive context
- Suggest discussion frameworks

For customer meetings:
- Research company background (if public info)
- Industry trends relevant to discussion
- Common pain points in their sector
- Best practices for similar customers

For decision meetings:
- Decision-making frameworks
- Risk analysis patterns
- Trade-off considerations
- Implementation best practices

Note: Use general knowledge only - don't fabricate specific facts

Step 5: Create internal pre-read

Use Notion:notion-create-pages for internal doc:

Title: "[Meeting Topic] - Pre-Read (Internal)"

Content structure:
- **Meeting Overview**: Date, time, attendees, purpose
- **Background Context**:
  - What this meeting is about (2-3 sentences)
  - Why it matters (business context)
  - Links to related Notion pages
- **Current Status**:
  - Where we are now (from Notion content)
  - Recent updates and progress
  - Key metrics or data
- **Context & Insights** (from Claude research):
  - Industry context or best practices
  - Relevant considerations
  - Potential approaches to discuss
- **Key Discussion Points**:
  - Topics that need airtime
  - Open questions to resolve
  - Decisions required
- **What We Need from This Meeting**:
  - Expected outcomes
  - Decisions to make
  - Next steps to define

Audience: Internal attendees only
Purpose: Give team full context and alignment before meeting

Step 6: Create external agenda

Use Notion:notion-create-pages for meeting doc:

Title: "[Meeting Topic] - Agenda"

Content structure:
- **Meeting Details**: Date, time, attendees
- **Objective**: Clear meeting goal (1-2 sentences)
- **Agenda Items** (with time allocations):
  1. Topic 1 (10 min)
  2. Topic 2 (20 min)
  3. Topic 3 (15 min)
- **Discussion Topics**:
  - Key items to cover
  - Questions to answer
- **Decisions Needed**:
  - Clear decision points
- **Action Items**:
  - (To be filled during meeting)
- **Related Resources**:
  - Links to relevant pages
  - Link to pre-read document

Audience: All participants (internal + external)
Purpose: Structure the meeting, keep it on track
Tone: Professional, focused, clear

See reference/template-selection-guide.md for full templates.

Step 7: Link documents

1. Link pre-read to agenda:
   - Add mention in agenda: "See <mention-page>Pre-Read</mention-page> for background"

2. Link both to project:
   - Update project page with meeting links
   - Add to "Meetings" section

3. Cross-reference:
   - Agenda mentions pre-read for internal attendees
   - Pre-read mentions agenda for meeting structure

Document Types

Internal Pre-Read (for team)

More comprehensive, internal context:

• Full background and history
• Internal metrics and data
• Honest assessment of challenges
• Strategic considerations
• What we need to achieve
• Internal discussion points

When to create: Always for important meetings with internal team

External Agenda (for all participants)

Clean, professional, focused:

• Clear objectives
• Structured agenda with times
• Discussion topics
• Decision items
• Professional tone

When to create: Every meeting

Agenda Types by Meeting Purpose

Decision Meeting: Meeting Details → Objective → Options (Pros/Cons) → Recommendation → Discussion → Decision → Action Items

Status Update: Meeting Details → Project Status → Progress → Upcoming Work → Blockers → Discussion → Action Items

Customer/External: Meeting Details → Objective → Agenda Items (timed) → Discussion Topics → Next Steps

Brainstorming: Meeting Details → Objective → Constraints → Ideas → Discussion → Next Steps

See reference/template-selection-guide.md for complete templates.

Research Enrichment Patterns

Beyond Notion content, add value through Claude's capabilities:

Technical Context: Explain technologies, architectures, or approaches. Provide industry standard practices. Compare common solutions. Suggest evaluation criteria.

Business Context: Industry trends affecting topic. Competitive landscape insights. Common challenges in space. ROI considerations.

Decision Support: Decision-making frameworks (e.g., RICE, cost-benefit). Risk assessment patterns. Trade-off analysis approaches. Success criteria suggestions.

Customer Context (for external meetings): Industry-specific challenges. Common pain points. Best practices from similar companies. Value proposition framing.

Process Guidance: Meeting facilitation techniques. Discussion frameworks. Retrospective patterns. Brainstorming structures.

Note: Use general knowledge and analytical capabilities. Don't fabricate specific facts. Clearly distinguish Notion facts from Claude insights.

Meeting Context Sources

Project Pages: Status, goals, team, timelines (most important) Previous Meeting Notes: Historical discussions, action items, decisions (recurring meetings) Task/Issue Database: Current status, blockers, completed/upcoming work (project meetings) Specifications/Designs: Requirements, decisions, approach, open questions (technical meetings) Reports/Dashboards: Metrics, KPIs, performance data, trends (executive meetings)

Linking Meetings to Projects

Forward Link: Add meeting to project page's "Meetings" section Backward Link: Include "Related Project" section in agenda with project mention Maintain bidirectional links for easy navigation

Meeting Series Management

Recurring Meetings: Create series parent page with schedule, meeting notes list, standing agenda, and action items tracker. Link individual meetings to parent.

Meeting Database: For organizations, use database with properties: Meeting Title, Date, Type (Decision/Status/Brainstorm), Project, Attendees, Status (Scheduled/Completed)

Post-Meeting Actions

Update agenda with:

Decisions: List each decision with rationale and owner Action Items: Checkbox list with owner and due date (consider creating tasks in database) Key Outcomes: Bullet list of main outcomes

Meeting Prep Timing

Day-Before (next-day meetings): Gather context → create agenda → share with attendees → allow review time Hour-Before (last-minute): Quick context → brief pre-read → basic agenda → essentials only Week-Before (major meetings): Comprehensive research → detailed pre-read → structured agenda → pre-meeting reviews

Best Practices

1. Create both documents: Internal pre-read + external agenda for important meetings
2. Distinguish sources: Label what's from Notion vs. Claude research
3. Start with search: Cast wide net in Notion, then narrow
4. Keep pre-read concise: 2-3 pages maximum, even with research
5. Professional external docs: Agenda should be polished and focused
6. Enrich thoughtfully: Claude research should add real value, not fluff
7. Link documents: Pre-read mentions agenda, agenda mentions pre-read
8. Include metrics: Data from Notion helps ground discussions
9. Share appropriately: Pre-read to internal team, agenda to all participants
10. Share early: Give attendees time to review (24hr+ for important meetings)
11. Update post-meeting: Capture decisions and actions in agenda

Advanced Features

Meeting templates: See reference/template-selection-guide.md for comprehensive template library

Common Issues

"Too much context": Split into pre-read (internal, comprehensive) and agenda (external, focused) "Can't find relevant pages": Broaden search, try different terms, ask user for page URLs "Meeting purpose unclear": Ask user to clarify before proceeding "No recent updates": Note that in pre-read, focus on historical context and strategic considerations "External meeting - no internal context": Create simpler structure with just agenda, skip internal pre-read or keep it minimal "Claude research too generic": Focus on specific insights relevant to the actual meeting topic, not general platitudes

Examples

See examples/ for complete workflows:

• examples/project-decision.md - Decision meeting prep with pre-read
• examples/sprint-planning.md - Sprint planning meeting
• examples/executive-review.md - Executive review prep
• examples/customer-meeting.md - External meeting with customer (pre-read + agenda)