meeting-assistant

Original source / Raw SKILL.md

---
name: meeting-assistant
version: "1.0.0"
url: https://github.com/theagentledger/agent-skills
description: AI meeting partner for solopreneurs and professionals. Generates pre-meeting briefs from your notes and context, captures structured meeting notes during the conversation, and produces action item summaries with owners and deadlines. Integrates with project-tracker, inbox-triage, client-relationship-manager, and solopreneur-assistant skills.
tags: [meetings, notes, action-items, productivity, solopreneur, crm, project-management]
platforms: [openclaw, cursor, windsurf, generic]
category: productivity
author: The Agent Ledger
license: CC-BY-NC-4.0
---

# Meeting Assistant
**by [The Agent Ledger](https://theagentledger.com)**

*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:

```markdown
## 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

```bash
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:**
```markdown
# Meeting Log

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

**meetings/open-actions.md:**
```markdown
# 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:**
```markdown
## 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:**
```markdown
## 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:**
```markdown
## 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:**
```markdown
## 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:**
```markdown
### 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:**
```markdown
### 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

| Type | Prep Depth | Notes Detail | Action Focus |
|------|------------|--------------|--------------|
| Discovery/Sales | Deep | Medium | Qualify → Next step |
| Client check-in | Medium | Full | Commitments + deadlines |
| Strategy session | Deep | Full | Decisions + owners |
| Team standup | Light | Brief | Blockers only |
| Vendor/Partner | Medium | Full | Contract + deliverables |
| 1:1 | Medium | Full | Growth + accountability |
| Board/Investor | Deep | Full | Decisions + KPIs |

---

## 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

| Skill | How They Connect |
|-------|-----------------|
| **client-relationship-manager** | Auto-update CRM after client meetings; pull client history into pre-meeting brief |
| **project-tracker** | Link meeting action items to project milestones; flag project-blocking decisions |
| **inbox-triage** | Meeting invites get triaged with context; follow-up emails drafted from action items |
| **solopreneur-assistant** | Meeting frequency and commitments feed into weekly priority review |
| **goal-tracker** | Strategic meetings update goal progress; decisions logged against relevant goals |
| **decision-log** | Significant meeting decisions auto-captured to decision log for future reference |

### 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:

```markdown
## 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

```markdown
## 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

```markdown
## 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:

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

---

## Troubleshooting

| Problem | Likely Cause | Fix |
|---------|--------------|-----|
| Brief is too generic | Not enough context provided | Include: attendee names, meeting history, current project status |
| Action items missed | Notes too informal | Say "pull action items" separately after capturing notes |
| Open-actions.md getting cluttered | Items not being closed | Run "meeting review" weekly; close completed items explicitly |
| Agent loses CRM context | Not linking skills | In AGENTS.md, explicitly mention "check CRM before client meeting briefs" |
| Wrong meeting type format | Default brief used | Specify meeting type: "discovery brief" or "1:1 prep" |

---

## 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.

---

*Meeting Assistant is a free skill by [The Agent Ledger](https://theagentledger.com) — a newsletter about building AI systems that actually work.*

*Subscribe at [theagentledger.com](https://theagentledger.com) for more skills, blueprints, and the premium implementation guide.*

*License: [CC-BY-NC-4.0](https://creativecommons.org/licenses/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.*


---

## Skill Companion Files

> Additional files collected from the skill directory layout.

### _meta.json

```json
{
  "owner": "clawdssen",
  "slug": "agentledger-meeting-assistant",
  "displayName": "Meeting Assistant",
  "latest": {
    "version": "1.0.1",
    "publishedAt": 1772928039412,
    "commit": "https://github.com/openclaw/skills/commit/e4a652e17c5096205d63a1933e157001970736a2"
  },
  "history": []
}

```

### references/advanced-patterns.md

```markdown
# Meeting Assistant — Advanced Patterns
**by [The Agent Ledger](https://theagentledger.com)**

*Advanced workflows for high-volume meeting environments and complex coordination.*

---

## Pattern 1: Pre-Meeting Intelligence Chain

Chain research-assistant → meeting-assistant for data-backed briefs before important calls.

**Trigger:** "Full intel brief for meeting with [Company/Person]"

**Chain:**
1. Research assistant pulls: company background, recent news, LinkedIn signals, competitor context
2. Meeting assistant formats: structured brief with research findings embedded
3. Output includes "Research Confidence" rating (High/Medium/Low based on source quality)

**AGENTS.md instruction:**
```markdown
## Pre-Meeting Intel Chain
When I request a "full intel brief" for an external meeting:
1. Use research-assistant to pull public information about the company/person
2. Summarize research findings in 3-5 bullet points
3. Feed findings into the meeting brief under "Context" and "Watch For" sections
4. Note research confidence level (High = multiple verified sources, Medium = limited sources, Low = minimal public info)
```

**Use case:** High-stakes sales calls, investor meetings, partnership conversations, first-time client meetings.

---

## Pattern 2: Async Meeting Capture

For asynchronous work (Loom recordings, voice memos, Slack threads), capture meeting-style notes from unstructured sources.

**Trigger:** "Async notes: [paste transcript or summary of async exchange]"

**What it does:**
- Formats async decisions as meeting records (dated, with attendees)
- Extracts commitments even from informal Slack/email exchanges
- Files to `meetings/async/YYYY-MM-DD-[topic].md` to keep separate from synchronous meetings

**AGENTS.md instruction:**
```markdown
## Async Meeting Capture
Async decisions (Slack threads, email exchanges, voice memos) can be captured as meeting records.
File async records in meetings/async/ folder.
Apply same action item extraction and open-actions.md update rules.
Mark these with [ASYNC] in the meeting log type column.
```

**Use case:** Remote teams, distributed decisions, decision audit trails for async-first workflows.

---

## Pattern 3: Deal Meeting Timeline

For sales or partnership deals with multiple meetings, maintain a deal timeline that spans all meetings.

**File:** `meetings/deals/[deal-name]-timeline.md`

**Format:**
```markdown
# Deal Timeline — [Company Name]
**Deal Stage:** [stage]
**Total Meetings:** [N]
**Deal Owner:** [you]
**Est. Close:** [date]

## Meeting History

### [Date] — [Meeting #1 Name]
**Outcome:** [brief description]
**Key Decisions:** [list]
**Next Step Agreed:** [what was promised]
**Status at Exit:** [stage after this meeting]

### [Date] — [Meeting #2 Name]
...

## Cumulative Open Items
| Action | Owner | Due | Status |
|--------|-------|-----|--------|

## Deal Signals Log
- [Date]: [Positive/Negative signal observed]
- [Date]: [Signal]
```

**AGENTS.md instruction:**
```markdown
## Deal Timeline Tracking
For active sales deals, maintain a deal timeline file in meetings/deals/.
After each meeting with a prospect, update their deal timeline with outcome, decisions, and next steps.
Cross-reference with CRM if client-relationship-manager skill is active.
```

---

## Pattern 4: Meeting Productivity Metrics

Track your meeting habits to identify waste and optimize your schedule.

**File:** `meetings/meeting-metrics.md`

**Format:**
```markdown
# Meeting Metrics
Last updated: YYYY-MM-DD

## Month: [Month YYYY]

| Week | Meetings | Total Hours | Action Items Created | Closed | Carry-Over |
|------|----------|-------------|---------------------|--------|------------|
| Wk 1 | [N] | [H] | [N] | [N] | [N] |

### Meeting Mix (this month)
- Client: [N] meetings, [H] hours
- Sales/Discovery: [N] meetings, [H] hours  
- Internal: [N] meetings, [H] hours
- Strategic: [N] meetings, [H] hours

### Time Spent
- Prep: ~[H] hours
- In meetings: [H] hours
- Follow-up: ~[H] hours
- **Total meeting overhead:** [H] hours ([%] of work week)

### Action Item Health
- Created: [N]
- Closed on time: [N] ([%])
- Overdue: [N]
- Closed late: [N]

### Notes
[Any patterns, time sinks, or optimization observations]
```

**Heartbeat trigger:**
```markdown
## Meeting Metrics Heartbeat
Every Friday, update meetings/meeting-metrics.md:
- Count meetings this week (scan meetings/YYYY-MM/ for this week's files)
- Tally hours (use duration from meeting files)
- Count action items created and closed
- Note any metric worth flagging
```

---

## Pattern 5: Board / Investor Meeting Pack

For high-stakes periodic meetings (board calls, investor updates), generate a structured pack that integrates multiple data sources.

**Trigger:** "Prep investor update pack for [date]"

**Pack structure:**
```markdown
# Investor Update — [Month YYYY]
*Prepared [date] | Duration: [planned] | Attendees: [list]*

## 1. Business Highlights (Since Last Update)
- [Win 1]
- [Win 2]

## 2. Key Metrics
| Metric | Last Period | This Period | Target | Status |
|--------|------------|-------------|--------|--------|
| Revenue | | | | |
| [KPI] | | | | |

## 3. Progress on Last Meeting's Action Items
| Action | Committed By | Status | Notes |
|--------|-------------|--------|-------|

## 4. Strategic Discussion Items
- [Topic 1]: [Context for discussion]
- [Topic 2]: [Context for discussion]

## 5. Asks / Needs from This Group
- [Specific ask 1]
- [Specific ask 2]

## 6. Outlook / Next Period
- [What's coming]
- [Key risks]

---
*Attachments: [list any supporting docs]*
```

**Chain:** solopreneur-assistant (business snapshot) → financial-tracker (revenue metrics) → goal-tracker (KPI progress) → meeting-assistant (format into pack)

---

## Pattern 6: Automated Follow-Up Draft

After capturing meeting notes, automatically draft follow-up emails for each action owner.

**Trigger:** "Draft follow-up emails for [meeting name]"

**Output:** One draft per external action owner:

```markdown
## Follow-Up Draft — [Action Owner Name]
**To:** [Name]
**Subject:** Follow-up: [Meeting Name] — [Date]

Hi [Name],

Thanks for the call today. Quick summary of what we aligned on:

**Decisions made:**
- [Decision 1]

**Your action items:**
- [ ] [Action] by [date]
- [ ] [Action] by [date]

**My commitments:**
- [ ] [Your action] by [date]

Our next touchpoint: [next meeting date or "TBD — I'll reach out by [date]"]

Let me know if I missed anything.

[Your name]

---
⚠️ DRAFT — Review before sending. Do not auto-send.
```

**AGENTS.md instruction:**
```markdown
## Follow-Up Draft Rule
When I say "draft follow-up for [meeting]", create one email draft per external action owner.
Always include: decisions made, their action items, my action items, next touchpoint.
Always mark drafts with "⚠️ DRAFT — Review before sending." Never send automatically.
Save drafts to meetings/YYYY-MM/YYYY-MM-DD-[meeting]-followups.md
```

---

## Pattern 7: Recurring Meeting Agenda Builder

For weekly recurring meetings, auto-build the agenda from open action items and project status.

**Trigger:** "Build agenda for [recurring meeting name]"

**What it does:**
1. Pulls open action items due before next meeting
2. Pulls any flagged project status updates (if project-tracker active)
3. Builds a time-boxed agenda

**Output:**
```markdown
## Agenda — [Recurring Meeting Name]
**Date:** [next occurrence]
**Duration:** [standard duration]

### Standing Items (10 min)
- Wins since last meeting
- Blockers needing discussion

### Action Item Review (10 min)
Open items due today or overdue:
- [ ] [Item] — Owner: [name] — Due: [date]
- [ ] [Item] — Owner: [name] — Due: [date]

### Discussion Items (30 min)
1. [Topic from project or goal updates] — [5-10 min]
2. [Topic] — [10 min]

### New Business (10 min)
- [Any new topic raised before meeting]

### Action Items Review (5 min)
- Confirm owners and deadlines for anything decided today

**Notes taker:** [name or TBD]
```

---

## Pattern 8: Client Onboarding Meeting Series

For new clients, generate a structured meeting sequence for the onboarding phase.

**Trigger:** "Create onboarding meeting plan for [client name]"

**Output:** A 4-meeting onboarding sequence with brief templates for each:

```markdown
# Onboarding Meeting Plan — [Client Name]

## Meeting 1: Kickoff (Week 1)
**Goal:** Establish relationship, align on scope and success metrics
**Duration:** 60 min
**Agenda:**
- Introductions + context (10 min)
- Project scope walkthrough (20 min)
- Success metrics definition (15 min)
- Communication preferences + meeting cadence (10 min)
- Next steps (5 min)

## Meeting 2: Discovery Deep-Dive (Week 2)
**Goal:** Understand their current state in detail
**Duration:** 60 min
**Agenda:**
- Current process walkthrough (30 min)
- Pain points and priorities (20 min)
- Data/access needs (10 min)

## Meeting 3: Solution Walkthrough (Week 3)
**Goal:** Present approach, get alignment before execution
**Duration:** 45 min
**Agenda:**
- Proposed approach (20 min)
- Q&A and refinement (15 min)
- Confirm scope, timeline, deliverables (10 min)

## Meeting 4: First Check-in (Week 4)
**Goal:** Early pulse check before deep into execution
**Duration:** 30 min
**Agenda:**
- Progress update (10 min)
- Early questions/concerns (10 min)
- Next 30 days preview (10 min)

---
*Auto-generate brief for each meeting using meeting-assistant when date approaches.*
```

---

## Pattern 9: Heartbeat Integration — Stale Action Alert

Flag overdue meeting commitments during regular heartbeat checks.

**HEARTBEAT.md addition:**
```markdown
## Meeting Action Check
Every Monday morning, scan meetings/open-actions.md:
- List any action items that are overdue (past due date)
- List any items due this week
- If any MY actions are overdue, flag with 🔴 in daily briefing
- If any OTHERS' actions are overdue (I'm waiting on them), list separately for follow-up
```

**Alert format:**
```
🔴 Overdue Meeting Actions
- [My action] — was due [date] | from: [meeting]
⏳ Others' Overdue (awaiting):
- [Their action] — [name] was due [date] | from: [meeting]
```

---

## Pattern 10: Meeting-to-Newsletter Pipeline

Turn high-value meeting learnings into newsletter content.

**Trigger:** "What from my recent meetings could become newsletter content?"

**What it does:**
1. Scans recent meeting files (last 30 days)
2. Identifies: interesting decisions made, problems solved, patterns noticed, counterintuitive learnings
3. Generates content hooks for each

**Output:**
```markdown
## Newsletter Content Mining — Recent Meetings

### Potential Content Angles

**1. [Topic from meeting]**
Hook: "[Draft headline or hook]"
From: [meeting name, date]
Why it's interesting: [1-2 sentences]
Format suggestion: [essay / listicle / case study / framework]

**2. [Topic]**
Hook: "[Draft headline]"
...

---
*Link to content-calendar skill to schedule the best candidates.*
```

---

*Meeting Assistant — Advanced Patterns | by [The Agent Ledger](https://theagentledger.com)*

*Subscribe at [theagentledger.com](https://theagentledger.com) | License: [CC-BY-NC-4.0](https://creativecommons.org/licenses/by-nc/4.0/)*

```