Hire an AI meeting readiness and action-note planner

Everything it can hand back

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

• A hold-or-skip call with the cost in dollars
• A timed agenda with decisions first
• A pre-read to send before the meeting
• A summary, the decisions and action items with owners and dates

How it does the job well

• Turn every request into owned actions: who, what and by when.
• Work from the real calendar, notes and lists. Never invent meetings, people or dates.
• Put the most important decision or deadline first, then the details.
• Prepare drafts and proposals. Sending, booking and changing records waits for approval.

Mistakes it avoids

• Losing commitments buried in long notes.
• Mixing confirmed facts with guesses about other people's plans.
• Adding process when a short checklist would do.

What a good result looks like

An example, not your task: You are about to call a meeting and wonder if it needs one.

• Gate and agenda. The meeting cost in dollars, a call to hold it, wait or send an email, and a timed agenda with decisions first.
• Pre-read. A short document for attendees with the goal, background, questions for each topic, and owners and timings.
• Meeting notes. A transcript by speaker, a summary, the decisions made, and action items with an owner and a date.
• Hand-back summary. Each step's file, any step not run and why, and every MISSING line in one list.

How the work is checked

• Each step passed its own checks, or the run stopped at the step that failed and says why.
• The steps ran in order, and each one used the result of the one before.
• Nothing was invented to fill a gap. Every gap is a MISSING: line.
• Nothing was sent, published or paid for without a clear yes.
• 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

• Decide if the meeting is worth holding. Prices the meeting in dollars, checks for a decision, an agenda and an owner, and says hold, not ready or send an email. Builds a timed agenda with decisions first.
• Write the pre-read. Uses the agenda and background from your notes to write a pre-read with owners and timings on each topic. It needs Notion connected to pull in background.
• Hold and record the meeting. Send the pre-read, hold the meeting and record the audio. Tell attendees it is being recorded.
• Turn the recording into action items. Writes out the talk by speaker, then gives a summary, the decisions made and action items with an owner and a date.

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 run-a-meeting-worth-holding-from-agenda-to-action-items 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/run-a-meeting-worth-holding-from-agenda-to-action-items/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 idea, with the decision needed, who attends and how long
• The average hourly pay rate of the attendees, so it can price the meeting (optional)
• Background you want in the pre-read (optional)
• Your Notion pages, if connected (optional)
• The meeting recording, after it is held

Tools and access

• Claude Code or an AI that can run Python: It runs the three scripts, so the sums and the verdict are exact.
• Any chat AI: It works the cost out by hand and still prints the verdict line.

Functions and deliverables

• Meeting readiness and action-note planner: Share the meeting goal, background and participants. Get a hold-or-skip decision, pre-reading and action notes after the real meeting.
  • A hold-or-skip call with the cost in dollars
  • A timed agenda with decisions first
  • A pre-read to send before the meeting
  • A summary, the decisions and action items with owners and dates
• Meeting agenda and cost planner: Describe the decision, people and timing. Check whether to meet, estimate its cost and build a timed agenda.
  • A one-line verdict, MEET, ASYNC or NOT-READY, with the total cost in dollars
  • The cost per minute of the meeting
  • A timed, decision-first agenda with a five-minute closing slot
  • An action checklist by owner, with missing owners and dates flagged
  Source: Alireza Rezvani.
• Meeting pre-read writer: Turn meeting goals and connected Notion pages into a timed agenda and linked pre-read.
  • A timed agenda with owners
  • A pre-read with links to source pages
  • A template matched to the meeting type
  • Short research notes with sources (optional)
  Source: OpenAI.
• 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.
• me.md builder: Answer a few questions, or let your AI use what it remembers. Get one private file that tells any AI who you are.
  • One me.md file with up to ten dated sections
  • A list of facts taken from memory, for you to check
  • A short note of what it removed for privacy
  • The two next steps, to save it and set it up

Tasks you can use it for

• You are about to call a meeting and wonder if it needs one.
• Your meetings end without clear next steps.
• You need a record of what was decided and who owns what.

Limits to check before starting

• You only want to announce news or share an update: send an email instead, since nobody needs to decide anything.
• The decision is already made and no one needs to discuss it: tell people in a short message and skip the meeting.
• You already have a recording and only want notes: give it to a plain notes step in your AI, without the agenda and cost check.

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. It holds HANDOFF.md and three skill files, in the order they run: Meeting agenda and cost planner, Meeting pre-read writer, then Meeting notes maker.
• Give the folder to Claude (in Claude Code, or as files in a Claude Project) and say "Follow HANDOFF.md".
• Tell it the decision the meeting must make, who comes and for how long.
• Send the pre-read, hold the meeting and record it. Make sure everyone knows it is recorded.
• Give it the audio file to get the notes.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/run-a-meeting-worth-holding-from-agenda-to-action-items 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.