Overview
Meetings produce decisions and commitments. Without structure, these dissolve into vague memory. This skill transforms raw meeting notes into a concrete, actionable task list.
When to Use
- After any meeting with decisions or commitments
- When processing meeting transcripts or notes
- When preparing follow-up communication
Process
Step 1: Extract Decisions
- Read all notes.
- List every decision made:
Decision: [what was decided] - Distinguish decisions from discussions (decisions = agreed outcomes, not explorations).
Deliver: A numbered list of decisions made.
Step 2: Extract Action Items
- For each commitment made, write:
Action: [specific deliverable] Owner: [person's name] Due: [specific date, not "soon" or "next week"] Context: [1-sentence background] - If an owner is not named: flag it — unowned actions are undone actions.
- If a due date is not named: flag it — undated actions are undone actions.
Deliver: Structured action items with owner and due date for every commitment.
Step 3: Identify Blockers and Dependencies
- What action items are blocked by other action items?
- What external dependencies exist (waiting on third party, requires approval, etc.)?
- What open questions remain unresolved?
Deliver: Blocker list and open questions with owners.
Step 4: Draft Follow-Up Summary
- Compose a concise follow-up message:
- Decisions (bullet list)
- Action items (table: action | owner | due date)
- Open questions (bullet list with owner)
- Next meeting date (if applicable)
Deliver: Ready-to-send follow-up email/Slack message.
Common Rationalizations (and Rebuttals)
| Excuse | Rebuttal |
|---|---|
| "Everyone knows what they need to do" | They don't. Write it down. |
| "The notes are good enough" | Notes describe what was said. Action items describe what will be done. |
| "We'll follow up informally" | Informal follow-up means things fall through the cracks. |
Verification
- Every decision captured
- Every action item has: owner, due date, specific deliverable
- Unowned/undated items flagged
- Blockers and open questions identified
- Follow-up summary drafted and ready to send
