Pmstudio Meeting Notes

Meeting Notes — Transcript-to-Artifact Generator

Purpose

Transforms raw meeting transcripts (pasted text, audio transcription output, or file references) into structured, stakeholder-enriched meeting notes. Not generic summaries — these cross-reference project context, known stakeholders, and existing artifacts to produce notes that integrate into the project's documentation ecosystem.

Process

Step 1: Determine Input Source

From user request:

Step 2: Read Project Context

Always read (skip any that don't exist):

1. CLAUDE.local.md — critical for:

   • Folder structure & routing guide (determines where to save notes)
   • Recent Changes (avoid duplicating known information)
   • Key Decisions (cross-reference decisions mentioned in transcript)
   • Open Questions (check if any were answered in this meeting)
   • File naming conventions

2. Stakeholder Directory — scan for:

   • **/Stakeholder*.xlsx or **/Stakeholder*.md
   • **/Data/Stakeholder*
   • Known stakeholder names, roles, emails, groups

3. Recent meeting notes — read the last 1-2 meeting note files to:

   • Match format and depth conventions
   • Identify follow-ups from previous meetings
   • Detect recurring topics

4. PRD files — scan for **/*PRD*.html or **/*PRD*.md to:

   • Know current PRD version
   • Identify if meeting content impacts requirements

Step 3: Extract & Enrich

Process the transcript to extract:

3a. Metadata

• Date — from transcript or user context. Use absolute date (YYYY-MM-DD), never relative.
• Attendees — every person mentioned or speaking. Cross-reference against stakeholder directory to enrich with:
  • Full name (resolve first-name-only references)
  • Title/Role
  • Group/Team
  • If NOT in directory → flag as "New Stakeholder"
• Duration — estimate from transcript length if not stated (~150 words/minute for conversation)
• Subject — synthesize from discussion topics

3b. Content Extraction

3c. Cross-Reference

• Against CLAUDE.local.md Open Questions: Did this meeting answer any? Mark as "Resolved" with the answer.
• Against CLAUDE.local.md Key Decisions: Did this meeting produce new decisions? Capture with date.
• Against PRD: Does anything discussed change requirements, scope, timeline, or stakeholders?
• Against previous meeting action items: Were any completed or discussed?

Step 4: Generate Meeting Notes

File naming convention: YYYY-MM-DD-Attendee1-Attendee2.md (date-first for chronological sort, key attendee names for identification)

If 3+ attendees, use the most senior or topic-relevant names, not all names.

Output Structure

# Meeting Notes — {Topic / Key Attendees}

**Date:** {YYYY-MM-DD} ({Day of Week})
**Attendees:** {Name1 (Role)}, {Name2 (Role)}, {Name3 (Role)}
**Subject:** {Project} — {Topic Summary}
**Duration:** ~{N} minutes

---

## Summary

{2-3 sentence executive summary: what was the meeting about, what was decided, what's the main takeaway}

---

## {N}. {Topic Title}

{Detailed notes on this topic. Include:
- Context and background discussed
- Key points made by specific people (attribute statements)
- Data points, numbers, dates mentioned
- Sub-sections if the topic has distinct parts}

### {Sub-topic if needed}
- {Detail}
- {Detail}

> **"{Direct quote}"** — {Speaker Name}

{Repeat for each major topic}

---

## Decisions Made

| # | Decision | Made By | Impact | Notes |
|---|----------|---------|--------|-------|
| 1 | {Decision} | {Person} | {What it affects} | {Context} |

---

## New Stakeholders Identified

| Name | Role | Email | Context |
|------|------|-------|---------|
| {Name} | {Role} | {email or TBD} | {How they came up in discussion} |

*Omit this section if no new stakeholders were identified.*

---

## Action Items

| # | Action | Owner | Due | Status |
|---|--------|-------|-----|--------|
| 1 | {Action} | {Name} | {Date or "TBD"} | Pending |

---

## Open Questions

- {Question that wasn't answered — include who raised it and why it matters}

---

## Key Takeaways for Artifacts

{Flag what needs updating in other project documents. Be specific:}

| Artifact | What Needs Updating | Priority |
|----------|-------------------|----------|
| {PRD vX.Y} | {Specific section or requirement} | {High/Med/Low} |
| {Presentation} | {Specific slide or section} | {High/Med/Low} |
| {Architecture Map} | {Specific view or layer} | {High/Med/Low} |
| {Stakeholder Directory} | {New people to add} | {High/Med/Low} |

*Omit this section if no artifact impacts identified.*

---

## Transcript Notes

- {Note about transcript quality: complete/partial, any gaps, audio issues}
- {Which portions of the meeting are covered vs. missing}

Step 5: Route Output File

Use the routing guide from CLAUDE.local.md to determine the correct output directory:

Routing logic:

1. If meeting is about ProductB / Tax / {Stakeholder} → ProductB-Control-Framework/Meeting-Notes/
2. If meeting is about ProductA / ComplianceApp / {Stakeholder} / {Stakeholder} → ProductA-Steady-State/
3. If meeting is about platform / cross-cutting → Platform-Overview/
4. If routing guide doesn't exist or doesn't match → ask the user
5. If output directory was specified in the command → use that

Before writing: Show the user:

• Proposed file name
• Proposed output location
• Brief summary of what will be in the notes

Then write the file.

Step 6: Propose CLAUDE.local.md Update

After writing the meeting notes, propose a Recent Changes entry for CLAUDE.local.md:

- [YYYY-MM-DD] `{relative-path-to-notes}` — **NEW FILE**: {Meeting type} notes from {date} {attendees} call (~{N} min). {1-2 sentence summary of key topics}. {Count} action items. {Key decision or stakeholder if notable}.

Also propose updates to:

• Key Decisions section — if new decisions were made
• Open Questions section — if questions were answered or new ones raised

Ask: "Should I update CLAUDE.local.md with this entry?"

Step 7: Surface Sync Opportunities

If the meeting produced information that should propagate to other documents, mention it:

"This meeting discussed {topic} which may impact:

• {PRD vX.Y} — {what section}
• {Presentation} — {what slide} Run /pmstudio-sync to propagate changes, or I can update specific artifacts now."

Quality Rules

1. Attribute statements to speakers. Don't write "it was discussed that..." — write "{Stakeholder} explained that..." or "{Stakeholder} noted that..."
2. Preserve significant quotes verbatim. If someone said something strategic, memorable, or committal, quote it exactly with attribution.
3. Convert relative dates to absolute. "Next Thursday" → "2026-03-20 (Thursday)". "Last week" → "week of 2026-03-10".
4. Don't invent information. If the transcript is unclear or incomplete, say so. Use "[inaudible]" or "[unclear]" markers.
5. Don't over-summarize. Meeting notes should be comprehensive enough that someone who wasn't there can understand what happened. Err on the side of more detail, not less.
6. Separate facts from interpretation. Use clear language: "{Stakeholder} stated..." (fact) vs. "This suggests..." (interpretation).
7. Action items need owners. If an action was discussed but no owner assigned, flag it: "Owner: TBD — needs assignment".
8. Match existing format. If prior meeting notes exist in the project, match their depth, style, and section structure for consistency.
9. Handle partial transcripts. If the transcript is clearly incomplete (starts mid-conversation, cuts off), note what's missing in the Transcript Notes section.
10. Cross-reference, don't duplicate. If a topic was covered extensively in previous meeting notes, reference that file rather than re-explaining: "See 2026-03-13-{Stakeholder1}-{Stakeholder2}.md §3 for full {Audit Firm} tool walkthrough."

Handling Edge Cases

Integration with PM Studio

This skill is part of the PM Studio ecosystem: