Meeting Summary Expert

Overview

Transform meeting notes, transcripts, or recordings into clear, actionable summaries. Every summary follows a consistent structure that makes it easy for attendees and non-attendees alike to understand what was discussed, what was decided, and who is doing what by when.

When to Use

• After any meeting where decisions were made or actions were assigned.
• Sprint ceremonies -- planning, retro, backlog refinement, sprint review.
• Stakeholder meetings -- steering committees, executive reviews, client calls.
• Ad-hoc discussions -- when an impromptu conversation produces commitments that need tracking.

Methodology

Step 1: Capture Meeting Metadata

Record the essential context:

Step 2: Extract Key Discussion Points

From the raw notes or transcript, identify the substantive topics discussed. Guidelines:

• Summarize, do not transcribe. Capture the essence of each topic in 1-3 bullet points.
• Use plain language. Avoid jargon. Anyone reading the summary should understand the points without having attended.
• Focus on what matters. Skip small talk, repeated points, and tangential discussions.
• Note disagreements. If there was significant debate, capture the key positions and how they were resolved (or not).

Step 3: Extract Action Items

Every action item must answer three questions:

1. Who is responsible? (Single owner, not a team)
2. What specifically must they do? (Concrete, observable deliverable)
3. By when? (Specific date, not "soon" or "next sprint")

Format as a table:

Action item quality checks:

• Each action has exactly one owner (not "Sarah and James")
• The deliverable is specific enough to verify completion
• The due date is a calendar date, not a relative timeframe
• Actions use active verbs: "share," "schedule," "draft," "review," "decide"

Step 4: Record Decisions

List each decision made during the meeting as a numbered item. Include enough context that someone who was not present understands the decision and its rationale.

Format:

1. [Decision] -- [Brief rationale or context]. Decided by [who].
2. [Decision] -- [Brief rationale or context]. Decided by [who].

Examples:

1. Launch date set for April 15 -- Allows two full sprints for QA after feature freeze on March 28. Decided by steering committee.
2. Use PostgreSQL instead of MongoDB for the analytics service -- Team consensus based on query pattern analysis showing 80% relational queries. Decided by engineering leads.

Step 5: Capture Open Questions

List unresolved questions that need follow-up. For each question, note who is expected to provide an answer and by when, if known.

1. Do we need a separate staging environment for the new analytics service? (James to investigate by March 10)
2. What is the budget ceiling for the Q2 marketing campaign? (Pending finance review)

Step 6: Save and Distribute

File naming convention:

Meeting-Summary-[YYYY-MM-DD]-[topic-slug].md

Examples:

• Meeting-Summary-2026-03-04-sprint-planning.md

• Meeting-Summary-2026-03-04-q2-roadmap-review.md

Distribution:

• Share the summary within 24 hours of the meeting.
• Send to all participants and relevant stakeholders who were not present.
• Store in the team's shared documentation space (Confluence, Notion, shared drive).

Output Template

# Meeting Summary

## Metadata

| Field | Value |
|-------|-------|
| **Date** | [YYYY-MM-DD] |
| **Time** | [HH:MM] - [HH:MM] [TZ] |
| **Participants** | [Name, Role]; [Name, Role]; ... |
| **Topic** | [One-line meeting purpose] |

## Summary

- [Key discussion point 1]
- [Key discussion point 2]
- [Key discussion point 3]

## Action Items

| Due Date | Owner | Action |
|----------|-------|--------|
| [YYYY-MM-DD] | [Name] | [Specific, verifiable action] |

## Decisions Made

1. **[Decision]** -- [Rationale]. Decided by [who].

## Open Questions

1. [Question]? ([Who is expected to answer, by when])

What to Focus On

When summarizing, prioritize:

• Decisions that affect roadmap or strategy -- These have the broadest impact and are most likely to be referenced later.
• Who does what by when -- Accountability is the primary value of a meeting summary.
• Blockers and risks surfaced -- These need visibility beyond the meeting room.
• Changes to previously agreed plans -- These create confusion if not documented.

When summarizing, deprioritize:

• Status updates that are available elsewhere (Jira, dashboards)
• Repetition of information already documented
• Social conversation and small talk
• Detailed technical discussions better captured in design docs

Integration with Other Skills

• Feed decisions into

  wwas/

  to create backlog items with strategic context.
• Use action items to create tickets via

  ../jira-expert/

  .
• Document recurring meeting outcomes in

  ../confluence-expert/

  templates.

References

• See

  references/meeting-facilitation-guide.md

  for meeting types, note-taking strategies, and anti-patterns.
• See

  assets/meeting_summary_template.md

  for ready-to-use templates.

Troubleshooting

Success Criteria

• 100% of meetings with decisions or action items produce a written summary within 24 hours
• Every action item has a single named owner and a specific calendar due date
• Action item completion rate exceeds 80% by the stated due date
• Summaries are 1 page or less for meetings under 1 hour
• Decisions are documented with enough context that a non-attendee can understand the rationale
• Open questions from previous meetings are tracked and resolved within 2 meeting cycles
• Meeting summary satisfaction (from periodic team survey) averages 4+/5

Scope & Limitations

In Scope: Capturing meeting metadata, extracting key discussion points, documenting decisions with rationale, recording action items with owners and due dates, capturing open questions, distributing summaries, maintaining consistent naming conventions and storage.

Out of Scope: Meeting facilitation and agenda design, real-time transcription (use a transcription tool as input), project status tracking (hand off to

../jira-expert/

../senior-pm/

Limitations: Summary quality is bounded by the quality of input notes or transcript. Automated transcription tools may introduce errors that the summarizer must catch. The skill does not replace the need for a skilled facilitator -- poorly run meetings produce poor summaries regardless of template quality. Sensitive or confidential meetings may require restricted distribution that the standard workflow does not address.

Integration Points

wwas/

job-stories/

../jira-expert/

../confluence-expert/

../senior-pm/

../delivery-manager/