Meeting Notes
When to Use
Trigger phrases: "take meeting notes", "summarize this meeting", "1:1 notes", "standup notes", "post-mortem notes", "会议纪要", "记录会议".
Also trigger when the user pastes raw transcript / bullet points and asks for cleanup.
The Template
Always produce notes with these five sections, in this order. Skip a section only if the user explicitly says it doesn't apply.
# <Meeting Title> — <YYYY-MM-DD>
**Attendees:** <name1>, <name2>, ...
**Duration:** <Nm>
**Recording:** <link or "n/a">
## Agenda
1. <topic>
2. <topic>
## Discussion
### <Topic 1>
- <key point>
- <key point with context>
### <Topic 2>
...
## Decisions
- ✅ <decision 1> — rationale: <why>
- ✅ <decision 2> — rationale: <why>
## Action Items
| # | Action | Owner | Deadline | Status |
|---|--------|-------|----------|--------|
| 1 | <action verb + outcome> | <person> | <YYYY-MM-DD> | <Open/Done/Blocked> |
| 2 | ... | ... | ... | ... |
## Open Questions
- <question that didn't get an answer>
- <question that needs follow-up>
Workflow
Gather input — if the user only sketched bullet points, ask for missing essentials via ask_user_question:
- Meeting title and date (default to today if not given)
- Attendees (at least names)
- Whether decisions / action items already exist or you should infer them
Extract — read the transcript / bullets carefully. For each line, classify:
- Background context → Discussion
- "We agreed", "We'll go with", "Decided to" → Decisions
- " will ", "Action: ...", "Owner: ..." → Action Items
- "?", "TBD", "needs follow-up" → Open Questions
Action Item Discipline (the high-value part):
- Every action MUST have an owner (a real name, not "team")
- Every action MUST have a deadline (a specific date, not "soon" or "next week")
- If owner or deadline is missing, surface it explicitly with ⚠️ before the row, e.g.:
⚠️ Owner not assigned: <action> — let the user resolve
- Action verb first ("Draft …", "Review …", "Ship …"), not vague ("Look into …")
Decision Discipline: each decision should be one sentence with a brief "why" so future readers can reconstruct context.
Save (optional) — if the user wants to remember decisions / action items for future sessions, offer to save key items via save_memory (scope: "session" or "project"). Don't auto-save without confirming.
Style Rules
- Past tense for Discussion ("we discussed …"), present tense for Decisions ("we go with …"), imperative for Action Items ("Draft proposal …")
- Don't editorialize — just record what was said, decided, or assigned
- One bullet = one fact. No multi-clause sentences with embedded sub-points
- Keep technical jargon if it's the team's vocabulary; don't over-explain
- For multi-language meetings, default to the user's preferred language; mark code-switches with
[en] / [zh] if helpful
Common Pitfalls
| Mistake |
Fix |
| Vague action: "Look into auth" |
"Draft auth migration plan with timing estimates" |
| No owner: "Team will review" |
Surface as ⚠️ and ask who owns it |
| No deadline: "By next week" |
Pin to a specific date (YYYY-MM-DD); ask if unclear |
| Mixing decisions with discussion |
Decisions get the ✅ section; everything else stays in Discussion |
| Listing everything said |
Compress — one bullet per substantive point, not per sentence |
Example
Input:
hi all - q3 planning. we need to ship feature X by oct. alice will write the spec
- kevin: should we cut feature Y? yes everyone agrees
- bob will run user research starting next mon
- still unclear who owns infra migration
Output:
# Q3 Planning — 2026-04-25
**Attendees:** Alice, Kevin, Bob
**Duration:** 30m
**Recording:** n/a
## Agenda
1. Feature X timeline
2. Feature Y status
3. Open ownership questions
## Discussion
### Feature X
- Targeting October ship date
### Feature Y
- Considered cutting from Q3 to focus on X
## Decisions
- ✅ Ship Feature X by October — rationale: aligned with Q3 OKRs
- ✅ Cut Feature Y from Q3 — rationale: capacity constrained
## Action Items
| # | Action | Owner | Deadline | Status |
|---|--------|-------|----------|--------|
| 1 | Draft Feature X spec | Alice | 2026-05-02 | Open |
| 2 | Run user research wave | Bob | 2026-04-28 | Open |
## Open Questions
- ⚠️ Owner not assigned: Infrastructure migration
1---
2name: meeting-notes
3description: Use when the user asks to capture, structure, or summarize meeting notes / call notes / 1:1 discussion / standup notes. Produces a standard template with attendees, agenda, decisions, action items (owner + deadline), and open questions.
4version: 1.0.0
5author: Hope Agent
6license: MIT
7metadata:
8 hermes:
9 tags: [office, meeting, productivity, notes, action-items]
10 related_skills: [status-report, email-draft]
11---
12
13# Meeting Notes
14
15## When to Use
16
17Trigger phrases: "take meeting notes", "summarize this meeting", "1:1 notes", "standup notes", "post-mortem notes", "会议纪要", "记录会议".
18
19Also trigger when the user pastes raw transcript / bullet points and asks for cleanup.
20
21## The Template
22
23Always produce notes with these five sections, in this order. Skip a section only if the user explicitly says it doesn't apply.
24
25```markdown
26# <Meeting Title> — <YYYY-MM-DD>
27
28**Attendees:** <name1>, <name2>, ...
29**Duration:** <Nm>
30**Recording:** <link or "n/a">
31
32## Agenda
33
341. <topic>
352. <topic>
36
37## Discussion
38
39### <Topic 1>
40- <key point>
41- <key point with context>
42
43### <Topic 2>
44...
45
46## Decisions
47
48- ✅ <decision 1> — rationale: <why>
49- ✅ <decision 2> — rationale: <why>
50
51## Action Items
52
53| # | Action | Owner | Deadline | Status |
54|---|--------|-------|----------|--------|
55| 1 | <action verb + outcome> | <person> | <YYYY-MM-DD> | <Open/Done/Blocked> |
56| 2 | ... | ... | ... | ... |
57
58## Open Questions
59
60- <question that didn't get an answer>
61- <question that needs follow-up>
62```
63
64## Workflow
65
661. **Gather input** — if the user only sketched bullet points, ask for missing essentials via `ask_user_question`:
67 - Meeting title and date (default to today if not given)
68 - Attendees (at least names)
69 - Whether decisions / action items already exist or you should infer them
70
712. **Extract** — read the transcript / bullets carefully. For each line, classify:
72 - Background context → Discussion
73 - "We agreed", "We'll go with", "Decided to" → Decisions
74 - "<X> will <verb>", "Action: ...", "Owner: ..." → Action Items
75 - "?", "TBD", "needs follow-up" → Open Questions
76
773. **Action Item Discipline (the high-value part)**:
78 - Every action MUST have an owner (a real name, not "team")
79 - Every action MUST have a deadline (a specific date, not "soon" or "next week")
80 - If owner or deadline is missing, surface it explicitly with ⚠️ before the row, e.g.: `⚠️ Owner not assigned: <action>` — let the user resolve
81 - Action verb first ("Draft …", "Review …", "Ship …"), not vague ("Look into …")
82
834. **Decision Discipline**: each decision should be one sentence with a brief "why" so future readers can reconstruct context.
84
855. **Save (optional)** — if the user wants to remember decisions / action items for future sessions, offer to save key items via `save_memory` (scope: "session" or "project"). Don't auto-save without confirming.
86
87## Style Rules
88
89- Past tense for Discussion ("we discussed …"), present tense for Decisions ("we go with …"), imperative for Action Items ("Draft proposal …")
90- Don't editorialize — just record what was said, decided, or assigned
91- One bullet = one fact. No multi-clause sentences with embedded sub-points
92- Keep technical jargon if it's the team's vocabulary; don't over-explain
93- For multi-language meetings, default to the user's preferred language; mark code-switches with `[en]` / `[zh]` if helpful
94
95## Common Pitfalls
96
97| Mistake | Fix |
98|---|---|
99| Vague action: "Look into auth" | "Draft auth migration plan with timing estimates" |
100| No owner: "Team will review" | Surface as `⚠️` and ask who owns it |
101| No deadline: "By next week" | Pin to a specific date (`YYYY-MM-DD`); ask if unclear |
102| Mixing decisions with discussion | Decisions get the ✅ section; everything else stays in Discussion |
103| Listing everything said | Compress — one bullet per substantive point, not per sentence |
104
105## Example
106
107Input:
108```
109hi all - q3 planning. we need to ship feature X by oct. alice will write the spec
110- kevin: should we cut feature Y? yes everyone agrees
111- bob will run user research starting next mon
112- still unclear who owns infra migration
113```
114
115Output:
116```markdown
117# Q3 Planning — 2026-04-25
118
119**Attendees:** Alice, Kevin, Bob
120**Duration:** 30m
121**Recording:** n/a
122
123## Agenda
1241. Feature X timeline
1252. Feature Y status
1263. Open ownership questions
127
128## Discussion
129### Feature X
130- Targeting October ship date
131
132### Feature Y
133- Considered cutting from Q3 to focus on X
134
135## Decisions
136- ✅ Ship Feature X by October — rationale: aligned with Q3 OKRs
137- ✅ Cut Feature Y from Q3 — rationale: capacity constrained
138
139## Action Items
140| # | Action | Owner | Deadline | Status |
141|---|--------|-------|----------|--------|
142| 1 | Draft Feature X spec | Alice | 2026-05-02 | Open |
143| 2 | Run user research wave | Bob | 2026-04-28 | Open |
144
145## Open Questions
146- ⚠️ Owner not assigned: Infrastructure migration
147```
shiwenwen