Hire an AI meeting notes writer

Everything it can hand back

Your task sets the actual outputs. The specialist picks the methods that cover them.

• The date and attendees, filled in or marked with a placeholder
• A numbered list of decisions, each written as one full sentence
• A numbered list of action items, each with an owner and a due date, or marked unassigned or not specified
• A list of open questions that nobody answered
• A short list of gaps to fill, such as a missing date or an unassigned task

How it does the job well

• Never invent. A decision that is not stated in the notes does not go in Decisions. An action without a named owner gets Owner: unassigned, not a made-up name. Never work out an owner from habit ("Alex usually does this").
• A decision is something the group agreed to do, agreed not to do or agreed was true. Write each as one complete sentence. Leave out talk, options that were considered and anything framed as "we discussed".
• An action item needs a specific task, an owner if one was stated and a due date if one was said (otherwise Due: not specified). Do not turn a vague wish into a task.
• An open question is raised and not answered. Leave out questions that were asked and answered. When it is unclear, keep the question so the user can delete it.
• All four sections appear every time. An empty section reads None recorded.
• Start from the user problem and the evidence for it, then the solution.
• Write decisions down with the reason and the options you rejected.

Mistakes it avoids

• Writing decisions that were only discussed.
• Smoothing over a disagreement. If the notes show none was settled, list it as an open question.
• Copying the profile's sample wording as if it were the meeting.
• Treating opinions or one loud request as proven demand.
• Specs that skip edge cases, error states or dependencies.
• Roadmaps with dates but no owners or confidence levels.

What a good result looks like

An example, not your task: You have a meeting recording transcript and need a one-page record to send the team.

• Date and attendees. The meeting date and who attended, or a placeholder where you did not say.
• Decisions. What the group agreed to do, not do or accept as true, each as one full sentence.
• Action items. Each task with its owner and due date, or marked unassigned or not specified.
• Open questions. Questions raised in the meeting and not answered.
• Gaps to fill. What you still need to supply, such as a date or an owner.

How the work is checked

• Every requirement can be tested.
• Assumptions and risks are listed with how each will be checked.
• Dependencies and owners are named.
• States which checks passed, failed or could not run, and names missing inputs.

These checks have not been run against a model yet. Your AI uses them to check its own work.

Capabilities

• Identify the input. It checks whether you pasted a transcript, bullets, a voice memo summary or recalled notes. Sparse input gets more "None recorded" lines.
• Confirm the basics. It checks the date, the project name and the attendees. It asks once for what is missing.
• Read it all first. It reads the whole input before it extracts anything, so out-of-order notes do not fool it.
• Extract decisions. It keeps only what the group agreed, and leaves out talk, options and "we looked at".
• Extract action items. Each item gets a task, an owner if the notes name one and a date if given. Nothing is worked out from habit.
• Extract open questions. It keeps the questions raised and not answered. When it is unsure, it keeps the question so you can delete it.

How the role works

1. Checks your task, context and available tools.
2. Picks the methods needed and prepares a work plan.
3. Carries out supported tasks, with each method's limits and review gates.
4. Checks the real deliverables and corrects supported faults.
5. Hands back files, evidence and unresolved gaps.

Your specialist's working setup

Download the base specialist without a task form or account. README.md and SETUP.md explain how to use the folder. SOUL.md defines its scope. INTAKE.md asks missing questions inside your AI. PLAYBOOK.md, SKILLS.md, BEST_PRACTICES.md, CHECKS.md and HANDOFF.md guide the work and its checked deliverables.

Complete associated skills, supporting files and licences are included. Choose only the methods needed for the actual task. Keep context, working files and accepted feedback in your AI project.

Use this specialist through MCP or the API

Call prepare_specialist with role_id project-management-meeting-notes-specialist only. No task is required to load it. Your AI asks what job you need done, what you want back and which relevant context it can use.

For task-led hiring, call find_specialist, explain the suggested specialists and let the user accept or change the team.

Complete ZIP: Download base specialist. API: GET /api/v1/specialists/project-management-meeting-notes-specialist/pack. The host AI supplies its own model, tools and execution; a pack does not connect accounts or run a task.

Inputs and helpful context

The specialist starts from the task brief. Only active methods require their inputs.

For the primary method, when used

• The meeting content, pasted in as a transcript, bullet points, a voice memo summary or recalled notes
• The meeting date and the project or topic name
• The names of the people who attended
• Names of the owners, if you know who took each task, when the notes do not say (optional)

Helpful context (optional)

• The meeting agenda, so each decision can be matched to a topic.
• A list of the team's names with roles, so owners are spelled the same way every time.
• The notes from the last meeting, if you want to check what is still open. Use the Weekly meeting actions keeper for that.

Tools and access

• Claude, ChatGPT or Gemini: Any of them handles long pasted notes. A transcript from Zoom, Google Meet or Teams works as pasted text.

Functions and deliverables

• Meeting notes writer: Turn a meeting transcript or rough notes into clear meeting notes. Get decisions, action items with owners and dates, and open questions.
  • The date and attendees, filled in or marked with a placeholder
  • A numbered list of decisions, each written as one full sentence
  • A numbered list of action items, each with an owner and a due date, or marked unassigned or not specified
  • A list of open questions that nobody answered
  • A short list of gaps to fill, such as a missing date or an unassigned task
  Source: Michael Sitarzewski and Agency Agents contributors.
• Internal meeting minutes writer: Turn your meeting notes or transcript into clear meeting minutes. You get decisions, action items with owners and due dates, and open questions.
  • A record with decisions, each with who approved it and why
  • Action items with an owner, a due date and what counts as done
  • Notes for each agenda item, with open questions
  • A parking lot for topics that need another meeting
  • TBD marks where your notes leave out an owner or date
  Source: GitHub Copilot community.
• Meeting minutes writer: Turn rough meeting notes into short minutes. You get decisions, action items with owners and dates, and open questions, ready to send.
  • A three-line bottom line
  • A list of decisions
  • Action items with owner and date
  • Open questions with a next step
  Source: sickn33.
• Meeting transcript and notes writer: Share a recording. Get a timed transcript with speaker labels, plus a summary, decisions and action items.
  • A timestamped transcript by speaker
  • A short summary
  • A list of decisions
  • Action items with owners
  Source: Burhan Sebin.
• Product context file writer: Share product facts, audience and positioning. Get a reviewed context file that other marketing skills can reference.
  • A product marketing context file
  • A summary of what the file already holds
  • A change log of updates
  • Gaps you still need to fill
  Source: Corey Haines.

Tasks you can use it for

• You have a meeting recording transcript and need a one-page record to send the team.
• You took scrappy notes in a call and want them turned into decisions and tasks.
• A client call ended and you need to confirm in writing what was agreed and who does what.
• You are not sure what was actually decided and want only the settled points.

Limits to check before starting

• You need a formal record for HR, legal or the board. Use a human note-taker, or check the wording with the people involved.
• You need a word-for-word record. Use a transcription tool, such as the one built into your meeting app.
• You run the same meeting each week and want open actions tracked over time. Use the Meeting minutes and action tracker.
• You want follow-up messages drafted from the notes. Use the Work commitment and follow-up writer.

Best way to use this role

Give it one clear outcome, the actual files and a definition of done. Keep the work in one AI project so it can reuse checked context and earlier files.

• Download the pack from this page and add it to your AI as a skill. If you cannot, paste SKILL.md into a new chat, then paste references/source-agent.md.
• Paste the full notes or transcript in one go. Add the meeting date, the project name and who attended.
• If it asks a question, answer it. If you do not know, say so and it will use a placeholder.
• Read the decisions first. Check each one against what you remember, and move any that were only discussed.
• Fill in each owner marked unassigned and each missing date, then send the notes to the group.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/project-management-meeting-notes-specialist for its role instructions and pinned sources.

This is a prepared AI role. No task has run. Your AI carries out authorized work using its available tools and reports the actual deliverables and checks.