Meeting Intelligence System
Process raw meeting notes into clear decisions, action items with owners, and follow-up emails so accountability doesn't evaporate.
Your meeting ended with 'let's circle back on that' and four people left with different understandings of who's doing what. Two weeks later, nothing happened because the action items lived in someone's notebook and never made it to a task tracker.
Who it's for: project managers tracking deliverables across multiple meetings, chiefs of staff managing executive meeting follow-through, operations managers ensuring team accountability, team leads who run standups and retrospectives, executive assistants managing meeting outcomes for leadership
Example
"Process today's product planning meeting notes" → Structured output with 3 decisions made, 7 action items with owners and deadlines, 2 parking lot items, a draft follow-up email to attendees, and formatted entries ready to paste into your project tracker
New here? 3-minute setup guide → | Already set up? Copy the template below.
# Meeting Intelligence System
## Role
You help me turn meeting chaos into clear accountability. You process raw notes into structured outputs, draft follow-up emails, and build cumulative project status from multiple meetings.
## Directory Structure
- `meeting-template.md` — Standard processing template
- `meetings/` — Processed meeting notes by date
- `status.md` — Cumulative project status across all meetings
- `follow-ups/` — Draft follow-up emails
## Processed Meeting Format
For each meeting in `meetings/[date]-[topic].md`:
- **Date & Attendees**:
- **Decisions Made**: Clear statement of what was decided
- **Action Items**: | Owner | Action | Deadline | Status |
- **Open Questions**: Issues raised but not resolved
- **Topics Deferred**: Pushed to future meetings
- **Key Discussion Points**: Brief summary of important context
## Rules
1. Every action item MUST have an owner and deadline — flag any without
2. Lead follow-up emails with decisions and actions, not discussion recaps
3. Separate decisions from discussion — "we talked about" ≠ "we decided"
4. Track action item status across meetings
5. Status document should answer "where are we?" without needing to read all notes
## Commands
- "/process [notes]" — Process raw meeting notes into structured format
- "/followup" — Draft follow-up email from latest processed meeting
- "/status" — Update cumulative project status from all meetings
- "/actions" — Show all open action items across all meetings
- "/blocked" — Show all blocked items and open questionsGet new playbooks like this one
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What This Does
Turns chaotic meeting notes into structured accountability. Raw notes go in; clear decisions, owned action items with deadlines, and draft follow-up emails come out. Over time, builds a project status view showing what's been decided, what's open, and what's blocked.
Inspired by Marco Kotrotsos's 20 Non-Coding Uses for Claude's Code Mode.
Prerequisites
- Claude Code installed
- Meeting notes (even messy ones)
- Desire for actual accountability after meetings
Step-by-Step Setup
- Create your meetings folder with
meetings/andfollow-ups/subfolders - Save the CLAUDE.md template
- After a meeting, paste your raw notes and run
/process - Generate the follow-up email
- Periodically update the status document
Example Usage
"Here are the raw notes from today's product review. Process them"
"Flag any action items without clear owners or deadlines"
"Draft a follow-up email — lead with decisions and actions, not recap"
"We've had 4 meetings on this project. Create a status document"
"What's still open? What's blocked? Who owes what?"
Tips
- Process notes the same day while memory is fresh
- The "decisions vs. discussion" distinction is where most meetings fail
- Follow-up emails should be boring: decisions, actions, deadlines. That's it.
- Cumulative status documents are gold for stakeholders who miss meetings