track-meeting skill

---
name: track-meeting
description: Create and manage structured meeting notes with automatic action item extraction and governance integration. Use when user mentions "meeting notes", "record meeting", "create meeting", "standup", "retrospective", "planning", or any meeting-related keywords.
---

# Track Meeting Skill

## When to use this Skill

Activate when the user:
- Mentions creating or recording meeting notes
- Uses keywords: "meeting", "standup", "retrospective", "planning", "review"
- Wants to document a team discussion
- Needs to track meeting action items
- References specific meeting types (daily standup, sprint planning, etc.)

## Workflow

### Phase 1: Context Discovery

**Objective**: Understand the project context and meeting format requirements.

**Steps**:

1. **Locate project RULE.md**:
   ```bash
   # Check current directory
   ls RULE.md
   # If not found, check parent directories
   ls ../RULE.md
   ls ../../RULE.md
   ```

2. **Read RULE.md** using `Read` tool:
   - Extract `methodology` field (determines meeting types)
   - Find `Document Templates > Meeting Notes Format` section
   - Note `file_naming_convention` pattern
   - Check `meetings/` directory structure
   - Read `Auto Workflows > When Claude creates meeting notes` section

3. **Determine meeting types available** based on methodology:
   - **Scrum**: daily-standups, sprint-planning, sprint-reviews, retrospectives, general
   - **Kanban**: board-reviews, planning, general
   - **Waterfall**: phase-reviews, status-updates, general
   - **Agile/Hybrid**: planning, reviews, general

4. **Check existing meetings directory**:
   ```bash
   ls -la meetings/
   ```
   Understand the current structure and recent meetings.

5. **Read meetings/README.md** if exists:
   - Understand current meeting index
   - Note recent meetings for context

**Example**:
```
Found RULE.md:
- Methodology: Scrum (2-week sprints)
- Meeting types: daily-standups, sprint-planning, sprint-reviews, retrospectives
- Format: Structured with YAML frontmatter
- Naming: Date-prefixed (YYYY-MM-DD_meeting-name.md)
- Directory: meetings/{type}/
```

### Phase 2: Gather Meeting Details

**Objective**: Collect all necessary information about the meeting.

**Steps**:

1. **Extract from user message** (if provided):
   - Meeting type (standup, planning, etc.)
   - Date (today if not specified)
   - Meeting title or topic

2. **Prompt for missing information**:

   **Meeting type** (if not clear):
   ```
   What type of meeting is this?
   [Present options based on RULE.md methodology]
   - Daily Standup
   - Sprint Planning
   - Sprint Review
   - Retrospective
   - General/Other
   ```

   **Meeting title** (if not provided):
   ```
   What's the meeting title?
   Example: "Sprint 5 Planning" or "Q4 Roadmap Discussion"
   ```

   **Date** (if not provided):
   ```
   Meeting date? (Press Enter for today: YYYY-MM-DD)
   ```

   **Attendees**:
   ```
   Who attended? (You can list names or reference team roles from RULE.md)
   Example: "@alice @bob @carol" or "Whole dev team"
   ```

   **Duration** (optional):
   ```
   How long was the meeting? (optional, in minutes)
   ```

3. **Prepare meeting metadata**:
   - Generate filename per RULE.md convention
   - Determine target directory (e.g., `meetings/sprint-planning/`)
   - Extract current date if not specified
   - Default duration if not provided

**Example**:
```
Gathered:
- Type: Sprint Planning
- Title: "Sprint 5 Planning"
- Date: 2025-11-13
- Attendees: Alice (PO), Bob (SM), Carol, David, Eve, Frank (devs)
- Duration: 90 minutes
- Filename: 2025-11-13_sprint-5-planning.md
- Target: meetings/sprint-planning/
```

### Phase 3: Create Meeting Structure

**Objective**: Generate the meeting note with proper template.

**Steps**:

1. **Read template from RULE.md**:
   Extract the exact format from `Document Templates > Meeting Notes Format`.

2. **Generate meeting document** following template:

   **For Structured format (most common)**:
   ```markdown
   ---
   title: [Meeting Title]
   type: [meeting-type]
   date: YYYY-MM-DD
   attendees:
     - Name 1
     - Name 2
   duration_minutes: [number]
   related_sprint: [sprint number or "N/A"]
   related_milestone: [milestone or "N/A"]
   ---

   # [Meeting Title]

   **Date**: YYYY-MM-DD
   **Type**: [Type]
   **Duration**: [X] minutes

   ## Attendees
   - Name 1
   - Name 2

   ## Agenda
   [To be filled or pre-populated if provided]

   ## Discussion
   [Meeting notes and key points]

   ## Action Items
   [Will be extracted or added]

   ## Decisions
   [Key decisions made during the meeting]

   ## Next Steps
   [What happens next]

   ---
   *Created by ProjectMaster track-meeting Skill*
   ```

   **For Simple format**:
   ```markdown
   # [Meeting Title]

   **Date**: YYYY-MM-DD
   **Attendees**: Names

   ## Notes
   [Content]

   ## Action Items
   - [ ] Item 1
   - [ ] Item 2

   ## Decisions
   [Decisions]
   ```

   **For Table format**:
   ```markdown
   # [Meeting Title]

   | Field | Value |
   |-------|-------|
   | Date | YYYY-MM-DD |
   | Type | [Type] |
   | Attendees | Names |
   | Duration | X mins |

   ## Discussion Points

   | Topic | Notes | Owner |
   |-------|-------|-------|
   | [Topic 1] | [Notes] | @name |

   ## Action Items

   | Task | Owner | Due Date | Status |
   |------|-------|----------|--------|
   | [Task] | @name | YYYY-MM-DD | [ ] |
   ```

3. **Determine content source**:

   **If user provides content directly**:
   - Fill template with provided information
   - Parse for action items
   - Extract decisions

   **If creating empty template**:
   - Leave sections as prompts
   - User will fill in later

   **If user provides partial information**:
   - Fill what's available
   - Mark sections for completion: `[To be filled]`

### Phase 4: Action Item Extraction

**Objective**: Automatically identify and format action items.

**Steps**:

1. **Scan user-provided content** for action items:
   - Lines starting with "TODO", "Action:", "[ ]", "-[ ]"
   - Phrases like "needs to", "should", "must", "will [do]"
   - @mentions indicating assignments
   - Date mentions indicating deadlines

2. **Extract action items**:
   ```
   Pattern detection:
   - "Bob will update the database schema" → @bob: Update database schema
   - "TODO: Review PR #123" → Review PR #123
   - "Alice needs to finalize designs by Friday" → @alice: Finalize designs - due: [next Friday]
   ```

3. **Format as task list**:
   ```markdown
   ## Action Items
   - [ ] [Task description] - @[owner] - due: YYYY-MM-DD
   - [ ] [Task description] - @[owner] - due: YYYY-MM-DD
   ```

   **If no owner specified**: Leave as `- [ ] [Task]`
   **If no due date**: Omit due date or use "TBD"

4. **Ask user to confirm/modify** action items:
   ```
   I've extracted these action items:
   1. @bob: Update database schema - due: 2025-11-20
   2. @alice: Finalize designs - due: 2025-11-15
   3. Review PR #123 - no owner assigned

   Are these correct? Any additions or changes?
   ```

5. **Update based on feedback**.

### Phase 5: Cross-Reference Linking

**Objective**: Link meeting to related project artifacts.

**Steps**:

1. **Identify related items** from meeting content:
   - Sprint numbers (e.g., "Sprint 5")
   - Milestone names
   - Issue numbers (#123)
   - Document references
   - Previous meeting references

2. **Check if items exist**:
   ```bash
   # For sprint reference
   ls sprints/sprint-05/
   # For milestone
   grep "milestone-name" milestones.yaml
   # For previous meetings
   ls meetings/*/YYYY-MM-DD*.md
   ```

3. **Add links to metadata**:
   ```yaml
   ---
   related_sprint: sprint-05
   related_milestone: beta-release
   related_issues: [123, 456]
   related_docs: [docs/architecture.md]
   related_meetings: [meetings/sprint-planning/2025-11-06_sprint-4-planning.md]
   ---
   ```

4. **Add links in content** (if appropriate):
   ```markdown
   ## Context
   This meeting is for [Sprint 5](../../sprints/sprint-05/sprint-plan.md) planning.

   Related to [Beta Release](../../milestones.yaml#beta-release) milestone.

   Follow-up from [previous retrospective](../retrospectives/2025-11-06_sprint-4-retro.md).
   ```

### Phase 6: Create and Save Meeting Note

**Objective**: Write the meeting note to the correct location.

**Steps**:

1. **Determine full file path**:
   ```
   meetings/[meeting-type]/[filename].md
   Example: meetings/sprint-planning/2025-11-13_sprint-5-planning.md
   ```

2. **Ensure target directory exists**:
   ```bash
   mkdir -p meetings/[meeting-type]
   ```

3. **Write file** using `Write` tool:
   - Use complete path
   - Include all generated content
   - Ensure proper formatting

4. **Verify creation**:
   ```bash
   ls -la meetings/[meeting-type]/[filename].md
   ```

**Example output**:
```
✅ Created: meetings/sprint-planning/2025-11-13_sprint-5-planning.md
```

### Phase 7: Governance Update

**Objective**: Maintain README.md indexes per governance protocol.

**Steps**:

1. **Update meetings/README.md**:

   Read current content:
   ```bash
   Read meetings/README.md
   ```

   Add new meeting to index:
   ```markdown
   ## Recent Meetings

   ### Sprint Planning
   - [2025-11-13: Sprint 5 Planning](sprint-planning/2025-11-13_sprint-5-planning.md) - Planned authentication features (Last updated: 2025-11-13)
   - [2025-10-30: Sprint 4 Planning](sprint-planning/2025-10-30_sprint-4-planning.md) - ... (Last updated: 2025-10-30)

   [Keep sorted by date, most recent first]
   ```

   Update last modified date:
   ```markdown
   ---
   Last updated: 2025-11-13
   ```

2. **Update meetings/[type]/README.md** (if exists):

   Add to category-specific index:
   ```markdown
   # Sprint Planning Meetings

   ## Meetings

   - [2025-11-13: Sprint 5 Planning](2025-11-13_sprint-5-planning.md) - Description
   - [Previous meetings...]

   ---
   Last updated: 2025-11-13
   ```

3. **Update project root README.md**:

   Add to Recent Activity:
   ```markdown
   ## Recent Activity

   - 2025-11-13: Sprint 5 Planning meeting notes added
   - [Previous activities...]
   ```

   Update last modified:
   ```markdown
   ---
   Last updated: 2025-11-13
   ```

4. **Execute custom workflows** from RULE.md:

   Read `Auto Workflows > When Claude creates meeting notes`:
   ```markdown
   ## When Claude creates meeting notes:
   1. Extract all action items with @mentions
   2. Update team member task lists
   3. Link to related user stories if mentioned
   4. Add to README.md meeting index
   5. [Custom step specific to this project]
   ```

   Execute each specified step.

### Phase 8: Report

**Objective**: Confirm completion and guide next steps.

**Report format**:

```
✅ Meeting Notes Created Successfully!

📄 File: meetings/[type]/[filename].md
📅 Date: YYYY-MM-DD
👥 Attendees: [count] people
⏱️  Duration: [X] minutes

📋 Action Items: [count]
[List action items with owners]

🔗 Linked to:
- Sprint [X]
- Milestone: [name]
- Issues: #[numbers]

📚 Updated governance:
✓ meetings/README.md
✓ meetings/[type]/README.md
✓ Project README.md

💡 Next steps:
- Review action items with team
- Track action item completion
- Link to sprint/milestone if not already done

[If action items with owners exist:]
Reminder to notify:
- @[owner1] about [task]
- @[owner2] about [task]

[If custom workflows were executed:]
🤖 Executed custom workflows from RULE.md:
- [Workflow description]
```

## Special Cases

### Case 1: Quick standup notes

If user provides brief standup update:

```
User: "Today's standup: Everyone on track, Bob blocked on API issue, Alice will help"
```

**Response**:
1. Detect it's a standup (keyword "standup")
2. Create minimal standup format:
   ```markdown
   ---
   title: Daily Standup
   type: standup
   date: 2025-11-13
   ---

   # Daily Standup - 2025-11-13

   ## Updates
   - Team on track
   - Bob: Blocked on API issue
   - Alice: Will assist Bob

   ## Action Items
   - [ ] Alice: Help Bob with API issue
   ```

3. Save with date-based filename: `2025-11-13_standup.md`
4. Update governance
5. Report: "Standup notes recorded. Alice assigned to help Bob."

### Case 2: Retrospective with structured feedback

For retrospectives, use special format:

```markdown
# Sprint [X] Retrospective

## What Went Well 🎉
- Item 1
- Item 2

## What Could Be Improved 🔧
- Item 1
- Item 2

## Action Items for Next Sprint
- [ ] Action 1 - @owner
- [ ] Action 2 - @owner

## Appreciation 💙
- Shoutout to @person for [accomplishment]

## Metrics
- Velocity: [X] points
- Completed: [X]/[Y] stories
- Sprint goal: [Met/Partially Met/Not Met]
```

### Case 3: Meeting notes from transcript

If user provides meeting transcript or long notes:

1. **Parse content** to extract:
   - Speakers and what they said
   - Key decisions
   - Action items (look for commitments, assignments)
   - Questions and answers

2. **Structure into sections**:
   - Discussion (organized by topic if possible)
   - Decisions (extract conclusions)
   - Action Items (extract commitments)

3. **Confirm with user**:
   "I've structured the transcript. Here are the key points and action items I extracted. Please review..."

### Case 4: Meeting series

If user is creating recurring meeting notes:

1. **Detect series** (e.g., "weekly standup", "daily standup"):
   - Check for existing notes with similar titles
   - Note pattern in governance

2. **Use consistent naming**:
   - Daily standups: `YYYY-MM-DD_standup.md`
   - Weekly meetings: `YYYY-MM-DD_weekly-sync.md`

3. **Link to previous**:
   ```markdown
   ## Previous Meeting
   [Last week's sync](2025-11-06_weekly-sync.md)

   ## Follow-up on Previous Action Items
   - [X] Item from last week - completed
   - [ ] Item from last week - in progress
   ```

### Case 5: Emergency or incident meetings

For urgent meetings about incidents:

1. **Use incident template** (if defined in RULE.md):
   ```markdown
   ---
   title: [Incident Title]
   type: incident
   severity: [high|critical]
   date: YYYY-MM-DD HH:MM
   ---

   # Incident: [Title]

   ## Timeline
   - HH:MM - Incident detected
   - HH:MM - Team notified
   - HH:MM - Root cause identified
   - HH:MM - Fix deployed
   - HH:MM - Incident resolved

   ## Impact
   [Description of impact]

   ## Root Cause
   [What caused the incident]

   ## Resolution
   [How it was fixed]

   ## Action Items
   - [ ] Prevent recurrence: [task]
   - [ ] Post-mortem: [task]
   ```

## Error Handling

### Error: RULE.md not found

**Response**:
```
⚠️ No RULE.md found in this directory or parent directories.

This appears to not be a ProjectMaster-initialized project.

Options:
1. Initialize project first: "Initialize a new project for [name]"
2. Create meeting note with default format (no governance)
3. Specify a different directory

What would you like to do?
```

If user chooses option 2, use default structured format.

### Error: meetings/ directory doesn't exist

**Response**:
```
⚠️ No meetings/ directory found.

I'll create it now with proper governance structure.
```

Then:
```bash
mkdir -p meetings/
echo "[README.md content]" > meetings/README.md
```

Proceed with meeting creation.

### Error: Invalid meeting type

If user specifies a meeting type not in RULE.md:

**Response**:
```
⚠️ Meeting type "[type]" not recognized for this project.

Available types based on your RULE.md:
- [type1]
- [type2]
- [type3]

Would you like to:
1. Use one of the available types
2. Create as "General" meeting
3. Add "[type]" to RULE.md as a new meeting type

Which option?
```

### Error: Filename conflict

If filename already exists:

**Response**:
```
⚠️ A meeting note already exists with this name:
meetings/[type]/[filename].md

Options:
1. Create with different name (e.g., append "-v2")
2. Update/append to existing note
3. Cancel creation

What would you like to do?
```

## Integration with Other Skills

### With manage-sprint Skill

If meeting is sprint-related (planning, review, retrospective):

1. **Check for current sprint**:
   ```bash
   ls sprints/current/
   ```

2. **Link meeting to sprint**:
   ```yaml
   related_sprint: sprint-05
   ```

3. **Update sprint documentation**:
   Add reference in `sprints/sprint-05/sprint-plan.md`:
   ```markdown
   ## Meetings
   - [Planning](../../meetings/sprint-planning/2025-11-13_sprint-5-planning.md)
   ```

### With track-milestone Skill

If meeting discusses milestone:

1. **Extract milestone mentions** from content
2. **Link in metadata**:
   ```yaml
   related_milestone: beta-release
   ```

3. **Update milestone notes**:
   If milestones.yaml supports notes:
   ```yaml
   notes: "Discussed in meeting: meetings/planning/2025-11-13_sprint-5-planning.md"
   ```

### With AkashicRecords Skills

If user wants to reference knowledge base articles in meeting:

1. **Detect article mentions** (URLs, document names)
2. **Use search-content** to locate articles
3. **Link in meeting notes**:
   ```markdown
   ## References
   - [Architecture Decision 001](../../decisions/001-database-choice.md)
   - [API Documentation](../../knowledge/api-docs.md)
   ```

## Best Practices

### 1. Always read RULE.md first

Meeting format varies by team. Read RULE.md before creating to ensure compliance.

### 2. Extract action items automatically

Look for tasks, assignments, and commitments. Parse them into structured format.

### 3. Link generously

Connect meetings to sprints, milestones, decisions, and other meetings. Rich linking improves navigability.

### 4. Maintain consistent naming

Follow RULE.md naming convention exactly. Consistency enables better searching and sorting.

### 5. Update governance immediately

Don't defer README.md updates. Do them as part of meeting creation.

### 6. Confirm action items with user

Automatic extraction may miss context. Always confirm extracted action items.

### 7. Use appropriate granularity

Daily standups: Brief, minimal format
Sprint planning: Detailed, comprehensive format
Retrospectives: Structured sections (what went well, what to improve)

### 8. Preserve formatting

If user provides formatted content, preserve structure while adding governance elements.

## Examples

### Example 1: Sprint Planning Meeting

```
User: I need to create notes for our sprint 5 planning meeting

Claude: I'll create sprint planning notes. Let me gather details...

Meeting title? (e.g., "Sprint 5 Planning")

User: Sprint 5 Planning

Claude: Great! Attendees?

User: Whole team - Alice (PO), Bob (SM), Carol, David, Eve, Frank (devs)

Claude: How long was the meeting?

User: About 90 minutes

Claude: Perfect! Any content to include, or should I create a template for you to fill?

User: Create template, but add that we're focusing on authentication features

Claude: Got it! Creating structured sprint planning notes...

✅ Created: meetings/sprint-planning/2025-11-13_sprint-5-planning.md

📄 Structured template with:
- Sprint goal: Authentication features
- Sections for user stories, estimates, assignments
- Action items section
- Links to Sprint 5 documentation

📚 Updated:
✓ meetings/README.md
✓ meetings/sprint-planning/README.md
✓ Project README.md
✓ sprints/sprint-05/sprint-plan.md (added planning meeting link)

You can now edit the file to add detailed notes, user stories, and estimates.
```

### Example 2: Quick Daily Standup

```
User: Today's standup: Carol finished user signup, David starting login, Eve blocked on OAuth config, Bob will help Eve

Claude: Recording daily standup...

✅ Created: meetings/daily-standups/2025-11-13_standup.md

📋 Summary:
- Carol: Completed user signup ✓
- David: Starting login feature
- Eve: Blocked on OAuth configuration
- Bob: Will assist Eve

Action Items:
- [ ] Bob: Help Eve with OAuth configuration

📚 Governance updated

💡 Reminder: Bob to assist Eve with OAuth blocker
```

### Example 3: Retrospective

```
User: Create retro notes for sprint 4

Claude: I'll create a Sprint 4 retrospective note. Let me use the retrospective template...

What went well in Sprint 4?

User: We delivered all planned features, team collaboration was great, no major bugs

Claude: What could be improved?

User: Estimations were off, needed better testing before review

Claude: Any specific action items for next sprint?

User: Allocate more time for testing, involve QA earlier, re-calibrate story points

Claude: Creating retrospective...

✅ Created: meetings/retrospectives/2025-11-13_sprint-4-retro.md

📊 Sprint 4 Retrospective:

🎉 What Went Well:
- Delivered all planned features
- Strong team collaboration
- No major bugs

🔧 What Could Be Improved:
- Estimation accuracy
- Testing workflow timing

📋 Action Items for Sprint 5:
- [ ] Allocate dedicated testing time in sprint planning
- [ ] Involve QA from story refinement stage
- [ ] Re-calibrate story point estimates based on Sprint 4 actuals

📚 Updated governance and linked to Sprint 4 documentation

💡 These action items will be tracked in Sprint 5 planning.
```

## Notes

- Meeting notes are the heartbeat of project communication. Rich, structured notes enable better async collaboration.
- Action item extraction is intelligent but not perfect. Always review and confirm.
- Cross-referencing meetings to sprints, milestones, and decisions creates a knowledge graph that's easy to navigate.
- The RULE.md-defined format ensures consistency across the team without imposing rigid templates.
- This Skill adapts to your team's actual workflow - Scrum, Kanban, Waterfall, or hybrid.

---

Effective meeting notes transform ephemeral discussions into persistent project knowledge. This Skill makes that transformation automatic.