Meeting Minutes Generator

Meeting Minutes Generator

Business Case

Problem Statement

Meeting documentation is inconsistent:

• Minutes not standardized
• Action items lost
• Decisions not tracked
• Poor distribution

Solution

Standardized meeting minutes generation with action item tracking, decision logging, and automatic distribution.

Technical Implementation

import pandas as pd
from datetime import datetime, date, timedelta
from typing import Dict, Any, List, Optional
from dataclasses import dataclass, field
from enum import Enum


class MeetingType(Enum):
    OAC = "oac"  # Owner-Architect-Contractor
    PROGRESS = "progress"
    COORDINATION = "coordination"
    SAFETY = "safety"
    PRECONSTRUCTION = "preconstruction"
    CLOSEOUT = "closeout"
    OTHER = "other"


class ActionStatus(Enum):
    OPEN = "open"
    IN_PROGRESS = "in_progress"
    COMPLETE = "complete"
    OVERDUE = "overdue"


class Priority(Enum):
    HIGH = "high"
    MEDIUM = "medium"
    LOW = "low"


@dataclass
class Attendee:
    name: str
    company: str
    role: str
    email: str
    present: bool = True


@dataclass
class ActionItem:
    action_id: str
    description: str
    assigned_to: str
    due_date: date
    priority: Priority
    status: ActionStatus
    created_meeting: str
    completed_date: Optional[date] = None
    notes: str = ""


@dataclass
class Decision:
    decision_id: str
    description: str
    made_by: str
    decision_date: date
    impact: str = ""


@dataclass
class DiscussionTopic:
    topic_id: str
    title: str
    presenter: str
    discussion: str
    decisions: List[Decision] = field(default_factory=list)
    actions: List[str] = field(default_factory=list)  # Action IDs


@dataclass
class MeetingMinutes:
    meeting_id: str
    meeting_type: MeetingType
    title: str
    date: date
    time_start: str
    time_end: str
    location: str
    attendees: List[Attendee]
    topics: List[DiscussionTopic]
    action_items: List[ActionItem]
    next_meeting: Optional[date] = None
    prepared_by: str = ""
    approved_by: str = ""


class MeetingMinutesGenerator:
    """Generate and track meeting minutes."""

    def __init__(self, project_name: str):
        self.project_name = project_name
        self.meetings: Dict[str, MeetingMinutes] = {}
        self.all_actions: Dict[str, ActionItem] = {}
        self._meeting_counter = 0
        self._action_counter = 0
        self._decision_counter = 0

    def create_meeting(self, meeting_type: MeetingType, title: str,
                      meeting_date: date, time_start: str, time_end: str,
                      location: str) -> MeetingMinutes:
        self._meeting_counter += 1
        meeting_id = f"MTG-{self._meeting_counter:04d}"

        meeting = MeetingMinutes(
            meeting_id=meeting_id,
            meeting_type=meeting_type,
            title=title,
            date=meeting_date,
            time_start=time_start,
            time_end=time_end,
            location=location,
            attendees=[],
            topics=[],
            action_items=[]
        )
        self.meetings[meeting_id] = meeting
        return meeting

    def add_attendee(self, meeting_id: str, name: str, company: str,
                    role: str, email: str, present: bool = True):
        if meeting_id not in self.meetings:
            return
        attendee = Attendee(name, company, role, email, present)
        self.meetings[meeting_id].attendees.append(attendee)

    def add_topic(self, meeting_id: str, title: str, presenter: str,
                 discussion: str) -> str:
        if meeting_id not in self.meetings:
            return ""
        topic_id = f"{meeting_id}-T{len(self.meetings[meeting_id].topics) + 1:02d}"
        topic = DiscussionTopic(topic_id, title, presenter, discussion)
        self.meetings[meeting_id].topics.append(topic)
        return topic_id

    def add_decision(self, meeting_id: str, topic_id: str, description: str,
                    made_by: str, impact: str = "") -> Decision:
        if meeting_id not in self.meetings:
            return None

        self._decision_counter += 1
        decision_id = f"DEC-{self._decision_counter:04d}"

        decision = Decision(
            decision_id=decision_id,
            description=description,
            made_by=made_by,
            decision_date=self.meetings[meeting_id].date,
            impact=impact
        )

        # Find topic and add decision
        for topic in self.meetings[meeting_id].topics:
            if topic.topic_id == topic_id:
                topic.decisions.append(decision)
                break

        return decision

    def create_action(self, meeting_id: str, description: str, assigned_to: str,
                     due_date: date, priority: Priority = Priority.MEDIUM) -> ActionItem:
        if meeting_id not in self.meetings:
            return None

        self._action_counter += 1
        action_id = f"ACT-{self._action_counter:04d}"

        action = ActionItem(
            action_id=action_id,
            description=description,
            assigned_to=assigned_to,
            due_date=due_date,
            priority=priority,
            status=ActionStatus.OPEN,
            created_meeting=meeting_id
        )

        self.meetings[meeting_id].action_items.append(action)
        self.all_actions[action_id] = action
        return action

    def update_action_status(self, action_id: str, status: ActionStatus):
        if action_id in self.all_actions:
            self.all_actions[action_id].status = status
            if status == ActionStatus.COMPLETE:
                self.all_actions[action_id].completed_date = date.today()

    def get_open_actions(self, assigned_to: str = None) -> List[ActionItem]:
        actions = [a for a in self.all_actions.values()
                  if a.status in [ActionStatus.OPEN, ActionStatus.IN_PROGRESS]]
        if assigned_to:
            actions = [a for a in actions if assigned_to.lower() in a.assigned_to.lower()]
        return sorted(actions, key=lambda x: x.due_date)

    def get_overdue_actions(self) -> List[ActionItem]:
        today = date.today()
        overdue = []
        for action in self.all_actions.values():
            if action.status in [ActionStatus.OPEN, ActionStatus.IN_PROGRESS]:
                if action.due_date < today:
                    action.status = ActionStatus.OVERDUE
                    overdue.append(action)
        return overdue

    def generate_minutes_document(self, meeting_id: str) -> str:
        """Generate formatted meeting minutes."""
        if meeting_id not in self.meetings:
            return ""

        mtg = self.meetings[meeting_id]

        lines = [
            f"# {mtg.title}",
            f"**Date:** {mtg.date.strftime('%B %d, %Y')}",
            f"**Time:** {mtg.time_start} - {mtg.time_end}",
            f"**Location:** {mtg.location}",
            f"**Project:** {self.project_name}",
            "",
            "## Attendees",
        ]

        for att in mtg.attendees:
            status = "Present" if att.present else "Absent"
            lines.append(f"- {att.name} ({att.company}) - {att.role} [{status}]")

        lines.extend(["", "## Discussion Topics"])

        for topic in mtg.topics:
            lines.extend([
                f"### {topic.title}",
                f"*Presented by: {topic.presenter}*",
                "",
                topic.discussion,
                ""
            ])

            if topic.decisions:
                lines.append("**Decisions:**")
                for dec in topic.decisions:
                    lines.append(f"- [{dec.decision_id}] {dec.description}")
                lines.append("")

        if mtg.action_items:
            lines.extend(["## Action Items", ""])
            lines.append("| ID | Action | Assigned | Due | Priority |")
            lines.append("|---|---|---|---|---|")
            for action in mtg.action_items:
                lines.append(f"| {action.action_id} | {action.description} | "
                           f"{action.assigned_to} | {action.due_date} | {action.priority.value} |")

        if mtg.next_meeting:
            lines.extend(["", f"## Next Meeting: {mtg.next_meeting.strftime('%B %d, %Y')}"])

        return "\n".join(lines)

    def export_all_actions(self, output_path: str):
        """Export action items to Excel."""
        data = [{
            'ID': a.action_id,
            'Description': a.description,
            'Assigned To': a.assigned_to,
            'Due Date': a.due_date,
            'Priority': a.priority.value,
            'Status': a.status.value,
            'Meeting': a.created_meeting
        } for a in self.all_actions.values()]

        df = pd.DataFrame(data)
        df.to_excel(output_path, index=False)
        return output_path

Quick Start

from datetime import date, timedelta

generator = MeetingMinutesGenerator("Office Tower")

# Create meeting
meeting = generator.create_meeting(
    meeting_type=MeetingType.OAC,
    title="Weekly OAC Meeting #15",
    meeting_date=date.today(),
    time_start="10:00 AM",
    time_end="11:30 AM",
    location="Conference Room A"
)

# Add attendees
generator.add_attendee(meeting.meeting_id, "John Smith", "Owner LLC", "Owner Rep", "john@owner.com")

# Add topic
topic_id = generator.add_topic(meeting.meeting_id, "Schedule Update",
                               "Project Manager", "Discussed current schedule status...")

# Add decision
generator.add_decision(meeting.meeting_id, topic_id,
                      "Approved 2-week extension for concrete work", "Owner Rep")

# Create action
generator.create_action(meeting.meeting_id,
                       "Submit revised schedule", "Contractor",
                       date.today() + timedelta(days=7), Priority.HIGH)

# Generate document
minutes = generator.generate_minutes_document(meeting.meeting_id)
print(minutes)

Resources

• DDC Book: Chapter 4 - Project Communication