Meeting Notes to Action Items

# Meeting Notes to Action Items Playbook

This playbook transforms unstructured meeting notes into a organized set of action items, decisions, and follow-ups. It ensures that every meeting leads to clear accountability and tangible progress, saving time on administrative cleanup.

## 1. Prompt Pack

These prompts guide your AI in distilling meeting discussions into structured outputs.

### Core Meeting Distillation Prompt

```
"You are a professional project coordinator. Review the provided meeting notes/transcript for '[Meeting Title/Date]'. Your task is to extract:
- **Participants:** List everyone present.
- **Key Decisions:** Summarize 3-5 major decisions made during the meeting.
- **Action Items:** List clear, actionable tasks. For each, identify:
  - **Task:** What needs to be done.
  - **Owner:** Who is responsible.
  - **Deadline:** (If mentioned) When it's due.
- **Topics for Follow-up:** Any issues raised that require a separate discussion or future agenda item.
- **Next Meeting:** Date/time for the follow-up session if agreed upon.
- **Save Output:** Format as a clean markdown file and save to memory/meetings/[YYYY-MM-DD]-[Meeting-Title]-distilled.md."
```

### Prompt Variations:

*   **Executive Summary Prompt:**
    ```
    "Provide a high-level executive summary (max 3 paragraphs) of the meeting notes for '[Meeting Title]'. Focus on the 'bottom line'—what was achieved and what the primary risks or roadblocks are."
    ```
*   **Slack/Discord Update Prompt:**
    ```
    "Generate a concise summary of the action items from the meeting notes for '[Meeting Title]' suitable for posting in a team chat channel. Use bullet points and @mentions for owners if possible."
    ```
*   **Contextual Linker Prompt:**
    ```
    "Compare these meeting notes with the previous session's summary (found at [Path to previous summary]). Identify any outstanding action items from last time that were not addressed and highlight progress made on ongoing projects."
    ```

## 2. Setup Guide

To implement the Meeting Notes to Action Items Playbook:

1.  **Save the Playbook:** Save this content as `playbooks/meeting-notes-to-action-items.md` in your workspace.
2.  **Create Cron Configuration:** Create `playbooks/meeting-notes-to-action-items-cron.json` in your workspace. This can be set to monitor a "raw notes" folder.
3.  **Integrate Notes Source:**
    *   **Obsidian/Notion Integration:** If you take notes in a specific folder, point OpenClaw to watch that directory.
    *   **Transcription Service:** Link to services like Fireflies.ai or Otter.ai.
    *   **Manual Trigger:** Use a specific keyword (e.g., "OpenClaw, process these notes") to trigger the agent ad-hoc.
4.  **Activate Cron Job:** Once the JSON config is added, OpenClaw will activate the monitor. Verify with `openclaw cron list`.
5.  **Refine the Output:** Adjust the 'Core Distillation Prompt' to match your team's preferred task management style (e.g., Jira-style, simple bullet points, or Trello-ready lists).

## 3. Config Snippet

This JSON snippet defines a cron job that monitors a specific directory for new meeting notes and automatically processes them.

```json
{
  "cron": [
    {
      "name": "Automated Meeting Notes Processing",
      "schedule": "*/30 * * * *",
      "task": "Scan the folder 'inbox/meeting-notes/' for new .md or .txt files. For each new file, apply the 'Core Meeting Distillation Prompt' from the 'Meeting Notes to Action Items Playbook'. Save the results to 'memory/meetings/' and archive the raw notes.",
      "agent": "assistant",
      "model": "gemini-flash"
    }
  ]
}
```

## 4. Permissions Checklist

Your agent needs:

*   **Read Access:**
    *   Input folder (e.g., `inbox/meeting-notes/`) where you drop raw notes.
    *   Previous meeting summaries for context.
*   **Write Access:**
    *   Output folder (e.g., `memory/meetings/`).
    *   Archive folder to move processed raw notes.
*   **Execution Permissions:**
    *   Ability to parse markdown and text files.
    *   Internal task routing to notify owners (optional).

## Safety Check (Required)

- Review distilled outputs for accuracy before distributing.
- Ensure sensitive meeting data is stored in secure memory locations.
- Verify that @mentions in chat summaries won't trigger unintended notification storms.

{
  "cron": [
    {
      "name": "Automated Meeting Notes Processing",
      "schedule": "*/30 * * * *",
      "task": "Scan the folder 'inbox/meeting-notes/' for new .md or .txt files. For each new file, apply the 'Core Meeting Distillation Prompt' from the 'Meeting Notes to Action Items Playbook'. Save the results to 'memory/meetings/' and archive the raw notes.",
      "agent": "assistant",
      "model": "gemini-flash"
    }
  ]
}