Meeting Assistant

Meeting Assistant

by The Agent Ledger

Never forget what was decided. Never miss a follow-up. Never walk into a meeting unprepared.

What This Skill Does

This skill turns your agent into a meeting lifecycle partner that:

• Prepares you before meetings with a structured brief (context, goals, talking points, open questions)
• Captures meeting notes in a clean, scannable format during or immediately after calls
• Extracts action items with owners, deadlines, and priority levels
• Files meeting records so past decisions are searchable and linkable
• Follows up by surfacing stale action items and flagging overdue commitments

Works for any meeting type: client calls, team standups, investor conversations, vendor negotiations, one-on-ones, discovery calls, and strategy sessions.

Setup (4 Steps)

Step 1: Add to AGENTS.md

Paste into your AGENTS.md standing instructions:

## Meeting Assistant (Agent Ledger Skill)

You have a meeting management system. For all meeting-related requests:

**Pre-meeting:** When I say "prep for [meeting name]" or "meeting brief", generate a structured brief.
**During/after:** When I say "meeting notes" or "capture notes", create a structured meeting record.
**Action items:** When I say "action items" or "follow-ups", extract and list all commitments.
**Review:** When I say "meeting review" or "open actions", surface unresolved items from recent meetings.

State file: meetings/meeting-log.md (create if missing)
Active actions file: meetings/open-actions.md (create if missing)
Meeting archive: meetings/YYYY-MM/ (organize by month)

Capture format: Brief → Notes → Actions → Filed. Never skip the action item step.

Step 2: Create the Meetings Folder

mkdir -p meetings/open-actions

Your agent will create individual meeting files automatically. The folder structure:

meetings/
  meeting-log.md          ← index of all meetings (title, date, type, key decision)
  open-actions.md         ← running list of unresolved action items across all meetings
  YYYY-MM/
    YYYY-MM-DD-meeting-name.md   ← individual meeting records

Step 3: Initialize Your State Files

Ask your agent:

"Initialize my meeting assistant. Create meetings/meeting-log.md and meetings/open-actions.md with the standard format."

It will create:

meetings/meeting-log.md:

# Meeting Log

| Date | Meeting | Type | Key Decision | File |
|------|---------|------|--------------|------|
| (populated automatically) |

meetings/open-actions.md:

# Open Action Items

Last reviewed: YYYY-MM-DD

| # | Action | Owner | Due | Meeting | Status |
|---|--------|-------|-----|---------|--------|
| (populated automatically) |

Step 4: Run Your First Brief

Try: "Prep brief for a 30-minute sales discovery call with [Company Name]. They're interested in [product/service]. I've spoken to them once before."

Usage Patterns

Pre-Meeting Brief

Trigger: "Prep brief for [meeting]" or "meeting brief: [details]"

What to include: meeting name, attendees, duration, purpose, any prior context

Example:

"Prep brief for weekly client check-in with Acme Corp. 30 min. Status update on their Q1 project. Last call we agreed on revised timeline."

Output format:

## Meeting Brief — Acme Corp Weekly Check-in
**Date/Time:** [to confirm]
**Duration:** 30 min
**Attendees:** [you] + Acme Corp contact(s)
**Meeting Type:** Client check-in

### Context
[Summary of relationship, project background, last touchpoint]

### Goals for This Meeting
1. [Primary goal]
2. [Secondary goal]

### Talking Points
- [Key update to share]
- [Decision that needs resolution]
- [Question to ask]

### Open Items from Last Meeting
- [ ] [Unresolved action from prior call]

### Questions to Ask
- [Question 1]
- [Question 2]

### Watch For
- [Potential concern or signal to notice]

Capture Meeting Notes

Trigger: "Meeting notes: [paste or dictate what happened]" or "Capture this meeting: [details]"

Example:

"Meeting notes: Acme call, 45 min. Sarah and Tom attended. They approved the revised scope. Tom raised concern about the March deadline — wants a buffer week. We agreed to move delivery to March 14. Sarah will send updated contract by EOD Friday. I'll send revised project plan by Wednesday."

Output format:

## Meeting Notes — Acme Corp Weekly Check-in
**Date:** YYYY-MM-DD
**Duration:** 45 min
**Attendees:** [You], Sarah (Acme), Tom (Acme)
**Meeting Type:** Client check-in

### Summary
[2-3 sentence recap of what happened and what was decided]

### Key Decisions
- [Decision 1]
- [Decision 2]

### Discussion Notes
- [Topic 1]: [What was said]
- [Topic 2]: [What was said]

### Action Items
| # | Action | Owner | Due | Priority |
|---|--------|-------|-----|----------|
| 1 | Send updated contract | Sarah (Acme) | EOD Fri | High |
| 2 | Send revised project plan | You | Wed | High |

### Open Questions
- [Unresolved question from meeting]

### Next Meeting
[Date/topic if scheduled, or "TBD"]

Extract Action Items Only

Trigger: "Pull action items from [meeting notes or description]"

Use when: You have raw notes and just need the action list extracted and formatted.

Output format:

## Action Items — [Meeting Name] (YYYY-MM-DD)

**Your actions:**
- [ ] [Action] — due [date]
- [ ] [Action] — due [date]

**Others' actions (to follow up on):**
- [ ] [Name]: [Action] — due [date]

**Added to open-actions.md:** ✅

Weekly Action Review

Trigger: "Meeting review" or "open actions" or "what's overdue?"

What it does: Scans meetings/open-actions.md, flags overdue items, and surfaces commitments due this week.

Output format:

## Open Actions Review — Week of YYYY-MM-DD

### 🔴 Overdue
- [ ] [Action] | Owner: [name] | Was due: [date] | From: [meeting]

### 🟡 Due This Week
- [ ] [Action] | Owner: [name] | Due: [date] | From: [meeting]

### ✅ Completed Since Last Review
- [x] [Action] | Closed: [date]

### 📋 On Deck (Next 2 Weeks)
- [ ] [Action] | Owner: [name] | Due: [date]

---
Total open: [N] | Overdue: [N] | Due this week: [N]

Close Action Item

Trigger: "Close action [#] from [meeting]" or "mark done: [description]"

What it does: Marks the item complete in open-actions.md with a closed date, and updates the source meeting file.

Meeting Type: Discovery Call

Trigger: "Discovery brief for [prospect]" or "prep discovery call with [name/company]"

Extra output sections:

### Discovery Objectives
- Understand their current situation
- Identify the core problem they're trying to solve
- Qualify: budget, timeline, decision-maker
- Assess fit

### BANT Quick-Capture
- **Budget:** [to learn]
- **Authority:** [who decides?]
- **Need:** [what problem are they solving?]
- **Timeline:** [when do they need this?]

### Qualification Signal
- Green flags: [what would make this a strong fit]
- Red flags: [what would disqualify them]

Meeting Type: One-on-One

Trigger: "1:1 notes with [name]" or "prep my 1:1 with [name]"

Extra output sections:

### Running Agenda (from last sessions)
- [Carry-forward item]

### This Week's Check-in Points
- Wins since last 1:1
- Blockers / needs support on
- Feedback to give / receive
- Goals progress

### Relationship Notes
- [Anything to remember about this person or dynamic]

Meeting Types Reference

File Naming Convention

Meeting files are named: YYYY-MM-DD-[meeting-slug].md

Examples:

• 2026-03-07-acme-weekly.md
• 2026-03-10-discovery-rivercity.md
• 2026-03-12-team-standup.md

The agent handles naming automatically when you say "file this meeting."

Integration with Other Agent Ledger Skills

Combined Workflow Example (CRM + Meeting)

"Prep brief for discovery call with Riverside Design. Check their CRM record first."

Agent will:

1. Pull Riverside Design record from crm/crm-records.md
2. Check interaction log for prior touchpoints
3. Generate meeting brief incorporating relationship history
4. After meeting: update CRM interaction log + advance deal stage if qualified

Customization

Adjust Brief Depth

In AGENTS.md, add your preference:

## Meeting Brief Depth
- Discovery/Sales calls: Full brief (context, goals, BANT, qualification signals)
- Client check-ins: Standard brief (context, goals, open items)
- Internal calls: Light brief (agenda + open actions only)
- Ad-hoc calls: Minimal (goals + open questions only)

Auto-Archive After N Days

## Meeting Archive Rule
After 30 days, meeting files in meetings/ can be moved to meetings/archive/YYYY-MM/
Keep open-actions.md current regardless of file age.

Default Meeting Timezone

## Meeting Timezone
Default timezone for all meetings: [Your timezone]
Always include timezone when noting scheduled follow-ups.

Recurring Meeting Templates

For meetings you have weekly, set up recurring context:

## Recurring Meetings
- Weekly client call (Mondays, [Client Name]): standard check-in, always 30 min
- Friday retrospective (Fridays, internal): wins/blockers/next week priorities

Troubleshooting

Privacy Note

All meeting notes and action items are stored locally in your workspace. Nothing is shared or transmitted externally. Meeting records may contain sensitive business information — treat the meetings/ folder accordingly.

The agent will never automatically send meeting notes or action items to anyone. All outbound communication (follow-up emails, Slack messages) requires your explicit instruction.

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License: CC-BY-NC-4.0

DISCLAIMER: This skill was created by an AI agent. It is provided "as is" for informational and educational purposes only. It does not constitute professional, financial, legal, or technical advice. Review all generated files before use. The Agent Ledger assumes no liability for outcomes resulting from use. Use at your own risk.