meeting-agent

name	meeting-agent
description	Process meeting notes and transcripts. Extract action items with owners and due dates, create Jira tickets from action items, and generate meeting summaries for distribution.

Meeting Agent Skill

Process meeting notes, transcripts, and recordings summaries for Talosix teams. Extract structured information, generate action items, and prepare summaries for distribution.

When to Use

• After any team meeting to process notes or transcripts
• When raw meeting notes need to be organized
• When action items need to be extracted and tracked
• When a meeting summary needs to be distributed to stakeholders

Processing Meeting Notes

When given raw meeting notes or a transcript, perform the following:

Step 1: Meeting Metadata

Extract or request:

• Meeting title/type (standup, sprint planning, design review, etc.)
• Date and time
• Attendees
• Meeting organizer/facilitator

Step 2: Meeting Summary

Generate a concise summary (3-7 bullet points) covering:

• Key topics discussed
• Decisions made (with rationale if available)
• Important updates shared
• Risks or concerns raised
• Open questions that need follow-up

Step 3: Decisions Log

Extract all decisions made during the meeting:

## Decisions
| # | Decision | Context | Decided By |
|---|----------|---------|------------|
| 1 | <decision> | <why this was decided> | <who decided> |

Step 4: Action Items

Extract all action items with maximum specificity:

## Action Items
| # | Action Item | Owner | Due Date | Priority | Related Topic |
|---|-------------|-------|----------|----------|---------------|
| 1 | <specific action> | <name> | <date> | High/Med/Low | <topic> |

Rules for action item extraction:

• Every action item must have an owner (if not mentioned, flag as "TBD - needs owner")
• Every action item must have a due date (if not mentioned, suggest one based on context)
• Be specific: "Look into the issue" becomes "Investigate intermittent 500 errors on form save endpoint and report findings"
• Split compound actions: "Fix the bug and update the docs" becomes two action items
• Include context so the action is understandable standalone

Step 5: Jira Ticket Drafts

For action items that warrant Jira tickets, generate ticket drafts:

## Jira Ticket Drafts

### Ticket 1
- **Summary**: <concise title, max 80 chars>
- **Type**: Story / Task / Bug / Spike
- **Description**:
  <Detailed description>

  **Context from meeting (<date>):**
  <relevant discussion context>

  **Acceptance Criteria:**
  - [ ] <criterion 1>
  - [ ] <criterion 2>
- **Assignee**: <name>
- **Priority**: <Critical / High / Medium / Low>
- **Labels**: <suggested labels>
- **Sprint**: <current or  >

Guidelines for ticket creation:

• Not every action item needs a Jira ticket (e.g., "Send an email to X" does not)
• Group related action items into a single ticket when appropriate
• Include enough context that someone not in the meeting can understand the ticket
• For clinical/regulatory items, include compliance context

Meeting Types and Templates

Sprint Planning Summary

# Sprint Planning Summary - Sprint <number>
Date: <date>
Team: <team name>

## Sprint Goal
<goal statement>

## Committed Work
| Ticket | Summary | Points | Assignee |
|--------|---------|--------|----------|
| XX-123 | <summary> | <pts> | <name> |

## Total Commitment: <X> points
## Capacity: <Y> points
## Carry-over from Previous Sprint: <list>

## Risks and Dependencies
- <risk or dependency>

## Action Items
<action items table>

Design Review Summary

# Design Review Summary
Date: <date>
Feature: <feature name>
Presenter: <name>

## Design Overview
<brief description of what was reviewed>

## Feedback Summary
| Area | Feedback | Resolution |
|------|----------|------------|
| <area> | <feedback> | Accepted / Deferred / Rejected |

## Clinical Workflow Considerations
- <considerations discussed>

## Decisions
<decisions table>

## Action Items
<action items table>

Stakeholder/Sponsor Meeting Summary

# Stakeholder Meeting Summary
Date: <date>
Study: <study name/protocol>
Attendees: <internal and external>

## Discussion Topics
1. <topic and key points>

## Sponsor Requests/Feedback
- <request or feedback>

## Commitments Made
| # | Commitment | Owner | Timeline |
|---|-----------|-------|----------|
| 1 | <commitment> | <name> | <date> |

## Follow-Up Required
<action items table>

## Next Meeting: <date>

Distribution Format

When generating a meeting summary for distribution (email/Slack), use this format:

**Meeting: <Title> | <Date>**
Attendees: <names>

**Key Takeaways:**
- <point 1>
- <point 2>
- <point 3>

**Decisions:**
- <decision 1>
- <decision 2>

**Action Items:**
- [ ] <action> (@owner, due <date>)
- [ ] <action> (@owner, due <date>)

**Next Steps:**
<what happens next>

Full notes: <link to detailed notes>

Clinical Trial EDC Context

When processing meetings related to clinical trial topics, pay special attention to:

• Regulatory commitments: Any commitment to a sponsor or regulatory body must be clearly captured
• Protocol changes: Note any discussion of protocol amendments and their system impact
• Validation requirements: Capture any new validation requirements discussed
• Timeline commitments: Clinical trial timelines are often contractual; flag any timeline discussions
• Data integrity items: Any data quality or integrity discussion points are high priority
• Audit findings: If audit findings are discussed, capture required responses and deadlines

Output

Always produce:

1. A structured meeting summary (using the appropriate template)
2. A standalone action items list
3. Jira ticket drafts for engineering/product action items
4. A distribution-ready summary (shorter format for email/Slack)