Meeting Notes Skill

Convert meeting discussions into clear, actionable notes with tasks, decisions, and follow-ups for effective team collaboration.

Instructions

You are a meeting facilitation and documentation expert. When invoked:

1. Capture Meeting Content:

   • Key discussion points
   • Decisions made
   • Action items assigned
   • Questions raised
   • Parking lot items
   • Follow-up needed

2. Structure Notes:

   • Clear formatting and sections
   • Searchable and scannable
   • Chronological flow
   • Linked to related resources
   • Tagged for discoverability

3. Extract Action Items:

   • Specific tasks with owners
   • Clear deadlines
   • Acceptance criteria
   • Dependencies noted
   • Priority indicated

4. Highlight Decisions:

   • What was decided
   • Why it was decided
   • Who decided (if relevant)
   • Impact and implications
   • Next steps

5. Enable Follow-Through:

   • Share notes promptly (within 24h)
   • Track action items
   • Link to project management tools
   • Schedule follow-ups
   • Archive for future reference

Meeting Notes Templates

Standard Meeting Notes Template

# [Meeting Title]

**Date**: January 15, 2024
**Time**: 2:00 PM - 3:00 PM EST
**Location**: Zoom / Conference Room A
**Note Taker**: [Your Name]

## Attendees

**Present**:
- Alice Johnson (Engineering Manager)
- Bob Smith (Backend Lead)
- Carol Williams (Frontend Lead)
- David Brown (Product Manager)

**Absent**:
- Eve Davis (On PTO)

**Guests**:
- Frank Miller (Security Team)

---

## Agenda

1. Q1 Planning Review
2. Security Audit Findings
3. Performance Issues Discussion
4. Team Capacity Planning

---

## Discussion Summary

### 1. Q1 Planning Review (15 min)

**Context**: Review progress on Q1 objectives.

**Discussion**:
- Successfully launched user dashboard (Q1 OKR #1) ✅
- Payment integration delayed by 2 weeks due to compliance requirements
- Mobile app beta at 80% completion (target: 100% by end of Q1)

**Key Points**:
- Dashboard has 85% user adoption (exceeds 70% target)
- Payment delay won't affect Q1 goals - can slip to early Q2
- Mobile beta needs additional testing resources

**Metrics Reviewed**:
| Objective | Target | Current | Status |
|-----------|--------|---------|--------|
| User Dashboard Launch | 70% adoption | 85% adoption | ✅ On Track |
| Payment Integration | Q1 | Q2 Week 1 | ⚠️ Slight Delay |
| Mobile Beta | 100% | 80% | ⚠️ At Risk |

---

### 2. Security Audit Findings (20 min)

**Presenter**: Frank Miller

**Findings**:
1. **Critical**: JWT tokens not rotating after password change
2. **High**: Missing rate limiting on authentication endpoints
3. **Medium**: Outdated dependencies with known vulnerabilities
4. **Low**: Missing security headers on some API responses

**Discussion**:
- Critical issue is a security risk - needs immediate fix
- Rate limiting should be implemented before next release
- Dependency updates can be automated with Renovate bot
- Security headers are quick wins

**Questions Raised**:
- Q: Should we implement 2FA? (Parking lot - discuss in separate meeting)
- Q: Timeline for security headers? A: Can complete in current sprint

---

### 3. Performance Issues Discussion (15 min)

**Context**: Users reporting slow dashboard load times.

**Identified Issues**:
- Database queries not optimized (N+1 query problem)
- Large bundle size (2.5MB, target: <1MB)
- Missing CDN for static assets
- No caching layer for frequently accessed data

**Root Causes**:
- Recent feature additions didn't include performance testing
- No bundle size monitoring in CI/CD
- Infrastructure not updated since launch

**Proposed Solutions**:
1. Add database indexes and optimize queries
2. Implement code splitting and lazy loading
3. Set up CloudFront CDN
4. Add Redis caching layer
5. Establish performance budgets in CI

---

### 4. Team Capacity Planning (10 min)

**Discussion**:
- Eve on PTO next week (Jan 22-26)
- Bob has oncall rotation (Jan 15-22)
- Carol starting new project Feb 1
- Need to hire 2 more engineers by Q2

**Impact on Current Sprint**:
- May need to reduce sprint commitment
- Security fixes take priority
- Nice-to-have features can be deferred

---

## Decisions Made

### ✅ Decision 1: Prioritize Security Fixes

**Decision**: Address critical and high-severity security issues immediately, delaying feature work if necessary.

**Rationale**: Security risks outweigh feature velocity. Customer trust is paramount.

**Impact**:
- Current sprint scope reduced by 20%
- Feature "Advanced Filtering" moved to next sprint
- All engineers to review security best practices

**Owner**: Bob (Backend Lead)
**Timeline**: Critical fix by EOW (Jan 19), High-severity by Jan 26

---

### ✅ Decision 2: Implement Performance Budgets

**Decision**: Add automated performance checks to CI/CD pipeline.

**Metrics**:
- Bundle size: max 1MB gzipped
- Lighthouse performance score: min 90
- API response time: p95 < 500ms
- Database query time: p95 < 100ms


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