Meeting Notes Cleaner

Overview

Turn raw meeting content into a clean post-meeting document and propagate the action items into the project's todo list.

When to use

Trigger on:

• Pasted meeting transcripts (multi-speaker text).
• STT output from a recording.
• File path to a .vtt, .srt, or .txt transcript.
• Explicit asks: "clean up meeting notes", "meeting summary", "process this transcript".

Do NOT trigger for general meeting questions ("how should I run this meeting"). This skill processes existing meeting content.

Workflow

Step 1 — Bootstrap if needed

Check docs/meetings/index.md and docs/todos.md exist. If not:

python scripts/init_meetings_workspace.py

Step 2 — Read the transcript

If the user gave a file path, use Read to load it. .vtt/.srt files include timecodes — strip them while reading. If the user pasted text directly, use it as-is.

Step 3 — Identify

Pull from the transcript:

• Date of meeting (or use today if unknown)
• Attendees (with roles where stated)
• Decisions (statements confirmed in the meeting)
• To-dos (with discipline-routed owner — see references/discipline_routing.md)
• Issues / Risks (open items, cross-discipline conflicts, external dependencies)
• Next meeting agenda (items implied as needing follow-up)

Convert all relative dates ("next Tuesday", "by end of next week") to absolute ISO dates from today.

Step 4 — Write the meeting note

Read assets/meeting-template.md. Fill placeholders. Filename:

docs/meetings/<YYYY-MM-DD>-<topic-slug>.md

Slug rule: lowercase, [^a-z0-9-] removed, max 40 chars, derived from the meeting subject (design-coordination, milestone-review-3). If duplicate, suffix -<n>.

Step 5 — Merge To-dos into the project todo list

For each To-do extracted, run:

python scripts/append_todos.py \
  --meeting 2026-05-06-design-coordination \
  --owner "MEP lead" \
  --task "Review Level 3 ceiling height" \
  --due 2026-05-12

The script appends each To-do to docs/todos.md with a back-reference to the source meeting file. Skips duplicates idempotently.

Step 6 — Update the meeting index

python scripts/append_to_index.py \
  --date 2026-05-06 \
  --slug design-coordination \
  --attendees "Architect, Contractor, Owner" \
  --decision-count 3 \
  --todo-count 5

Step 7 — Report

Tell the user:

• Path to the meeting note
• Path to the updated todos file
• The headline decision
• The most time-critical To-do

Rules

• Strip filler from STT input ("uh...", "you know", "um", repeated half-sentences).
• Convert relative dates to absolute ISO dates based on today.
• A To-do without a clear owner is an Issue — move to the Issues section rather than guessing the owner.
• A To-do without a clear date defaults to "next meeting" — never invent specific dates.
• Do not assign tasks to people whose role is not explicit in the transcript.

Anti-patterns

• Summarizing the meeting narratively ("the team discussed..."). The user wants decisions and tasks, not a story.
• Adding commentary or analysis. This skill transcribes structure, it does not coach.
• Editing index.md or todos.md manually with the Edit tool. Use the scripts.

Resources

• scripts/init_meetings_workspace.py — bootstrap docs/meetings/, the meetings index, and docs/todos.md
• scripts/append_to_index.py — append a row to docs/meetings/index.md
• scripts/append_todos.py — merge a To-do into docs/todos.md with meeting back-reference
• references/discipline_routing.md — map verbs/topics to the right owner role
• assets/meeting-template.md — meeting markdown template