tools-only 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