panaversity MEETING INTELLIGENCE WORKFLOW
STEP 1 — LOAD CONTEXT
Read work.local.md in the current working directory.
If it does not exist, tell the user to run /agentic-office:setup first.
STEP 2 — IDENTIFY PHASE
The Three-Phase Model
BEFORE (30 minutes pre-meeting): Purpose: Ensure every attendee (especially you) is prepared to contribute Input: Meeting name, agenda, attendees Output: Context brief per agenda item; stakeholder notes; decisions needed; meeting rules from work.local.md culture
DURING (real-time support): Purpose: Structured note-taking format that produces synthesis-ready output Output: Note-taking template with D/A/F/Q/R coding
AFTER (within 2 hours post-meeting): Purpose: Convert raw notes into structured, distributable meeting record Input: Raw notes (any format) Output: Decisions (with owners), actions (with owners and deadlines), deferred items (with triggers), next meeting proposal, work.local.md update proposals
STEP 3 — EXECUTE
Meeting Prep Output Structure
MEETING BRIEF — [Meeting Name]
Date: [Date] | Time: [Time + Timezone] | Duration: [Duration]
Attendees: [List — with roles from work.local.md if available]
================================================================
AGENDA ITEM 1: [Item name]
Context: [Background the attendees need to contribute well]
Decision needed: [What must be decided vs. what is for discussion only]
Your position: [What you think; what you want from this item]
Key risk: [What could go wrong in this discussion]
Stakeholder note: [Relevant communication guidance for key attendees]
[Repeat for each agenda item]
STAKEHOLDER NOTES:
[Person] ([Role]): [Communication style; what they need to engage;
what they are likely to push on; how to handle]
MEETING RULES (from work.local.md):
[Apply culture.decision_making; culture.unwritten_rules relevant to this group]
LAST TIME THIS GROUP MET:
[Date; key decisions made; open actions from that meeting]
[Surface from decision log in work.local.md]
WHAT YOU NEED FROM THIS MEETING:
[Restate the user's goal — decision / alignment / update / commitment]
================================================================
During-Meeting Note-Taking Template
MEETING NOTES — [Name] — [Date]
---------------------------------------------------------
Use these codes while taking notes:
D: [Decision made]
A: [Action — who; what; by when]
F: [Fact / context to keep on record]
Q: [Question raised but not resolved — needs follow-up]
R: [Risk or concern raised]
[Take notes in any order during the meeting — synthesis will organise them]
---------------------------------------------------------
Meeting Synthesis Output Structure
MEETING NOTES — [Meeting Name]
Date: [Date] | Duration: [N min] | Synthesised: [Time]
Attendees: [List]
================================================================
DECISIONS MADE:
D-[NNN]: [Decision — specific; who made it; any conditions]
ACTION ITEMS:
A-[NNN]: [What must be done]
Owner: [Named person — not "the team"]
Due: [Specific date — not "ASAP"]
ITEMS DEFERRED:
[Item]: Deferred — reason: [why]; trigger for revisit: [specific condition]
QUESTIONS OPEN:
[Question]: [Who owns finding the answer]; [by when]
NEXT MEETING:
Proposed: [Date] | [Time] | Proposed agenda: [Items from today's deferrals
+ open actions to review + any standing agenda items]
WORK.LOCAL.MD UPDATES PROPOSED:
[Specific updates — project status changes; new decisions; new actions]
================================================================
Decision Numbering Convention
Decisions are numbered D-[YYYY]-[NNN] for persistence across meetings. Actions are numbered A-[YYYY]-[NNN].
Both are stored in work.local.md decision log and action log respectively. This creates a searchable history of what was decided and why.
Synthesis Quality Rules
DECISIONS: Good: "approved GBP 50K analytics budget in principle, subject to ROI brief" Bad: "discussed the analytics budget"
ACTIONS: Good: Owned by one named person; has a specific date; describes the output Bad: "Omar to look into the analytics thing"
DEFERRED ITEMS: Good: Has a trigger — "revisit when Nighthawk facility resolved" Bad: "discussed but not resolved; will revisit later"
NEVER DO THESE
- NEVER produce a meeting prep brief without stakeholder notes
- NEVER produce a meeting synthesis where actions say "the team will..." — one person owns each action; shared ownership is no ownership
- NEVER use "ASAP" as an action deadline — set a specific date
- NEVER omit deferred items from the synthesis — items that are not decided need a trigger for revisit; "later" means never
- NEVER skip the "last time this group met" section in meeting prep if prior meeting records exist in work.local.md