Meeting Agent

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 next sprint>

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)