Meeting Minutes 會議紀錄

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methodology ops

Create structured meeting minutes with decisions, action items, and follow-up tracking. Use this skill when the user needs to document meetings effectively, track action items, improve meeting productivity, or set up a meeting note system — even if they say 'take notes for this meeting', 'what was decided', 'who's responsible for what', or 'our meetings have no follow-through'.

營運方法論技能：Meeting Minutes 分析與應用。

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Methodology方法論

IRON LAW: Every Meeting Must Produce Decisions + Action Items

If a meeting ends with no documented decisions and no action items with
owners and deadlines, the meeting was a waste of time. Capture these
DURING the meeting, not after. Minutes without action items are a diary.

Meeting Minutes Template

# Meeting: {Title}
Date: {YYYY-MM-DD} | Time: {HH:MM-HH:MM} | Location: {room/link}
Attendees: {names}
Absent: {names}
Facilitator: {name} | Note-taker: {name}

Agenda

{topic 1} — {presenter} ({X min})
{topic 2} — {presenter} ({X min})
{topic 3} — {presenter} ({X min})

Discussion Notes

{Topic 1}

{Key point discussed}
{Different viewpoints raised}
DECISION: {what was decided}

{Topic 2}

{Key point}
DECISION: {what was decided} / DEFERRED: {to when/what condition}

Action Items

#	Action	Owner	Deadline	Status
1	{specific task}	{name}	{date}	Open
2	{specific task}	{name}	{date}	Open

Next Meeting

Date: {next meeting date}
Agenda items for next time: {carry-over items}


### Action Item Format: WHO + WHAT + WHEN

Bad: "Follow up on the pricing issue"
Good: "**@Sarah** to prepare pricing comparison table with 3 competitors by **April 10**"

### Meeting Efficiency Tips

1. **Agenda first**: Distribute agenda 24+ hours before the meeting
2. **Time-box**: Assign time limits per topic. Use a visible timer.
3. **Parking lot**: Off-topic items go to a "parking lot" list for later — don't derail the meeting
4. **Last 5 minutes**: Reserve for summarizing decisions and action items
5. **Distribute within 24 hours**: Send minutes the same day or next morning while memory is fresh

### AI Meeting Tools

| Tool | Capability | Best For |
|------|-----------|----------|
| **Otter.ai** | Transcription + summary | English meetings |
| **Fireflies.ai** | Transcription + action item extraction | Team meetings |
| **Claude/GPT** | Summarize transcript, extract decisions | Post-meeting processing |
| **Notion AI** | In-context meeting notes | Notion-based teams |

Even with AI transcription, a human note-taker should capture DECISIONS and ACTION ITEMS in real-time. AI captures what was said; humans capture what was DECIDED.

Output Format輸出格式

# Meeting Minutes: {Title} — {Date}

Decisions Made

{decision + context}
{decision}

Action Items

#	Action	Owner	Deadline
1	{task}	{name}	{date}

Key Discussion Points

{summary of important discussion, not verbatim}

Parking Lot (for future discussion)

{deferred topic}

Gotchas注意事項

Minutes ≠ transcript: Don't capture everything said. Capture: decisions, action items, key disagreements, and context needed to understand decisions later.
Action items without deadlines don't get done: "ASAP" is not a deadline. Every action item needs a specific date.
The note-taker has power: They decide what's recorded as a "decision." Assign this role intentionally.
Follow up on action items: Minutes sent without follow-up are ignored. Review action item status at the START of the next meeting.
Recurring meetings need structure: Weekly standups, monthly reviews, and quarterly planning each need different minute formats. One size doesn't fit all.

References參考資料

For meeting facilitation techniques, see references/facilitation.md

Tags標籤

businessmeetingsdocumentationproductivity