pm-claude-skills/exports/aider/pm-essentials/meeting-notes/meeting-notes.md

Meeting Notes Skill

This skill structures meeting notes to maximize value and ensure follow-through.

Required Inputs

Ask the user for these if not provided:

• Meeting title and date
• Attendees (names and roles)
• Raw notes or transcript (paste discussion notes, a transcript, or describe what was discussed)
• Meeting type (1:1 / sprint planning / product review / stakeholder sync / other) — determines which template to use

Standard Meeting Notes Template

Meeting Header

Meeting: [Meeting Title]
Date: [Date]
Attendees: [Names/Roles]
Note Taker: [Name]
Duration: [Actual duration]

Agenda

• Topic 1
• Topic 2
• Topic 3

(Check off items as discussed)

Decisions Made

Clear documentation of decisions:

Decision: [What was decided]
Context: [Why this decision]
Owner: [Who's responsible for executing]
Deadline: [When if applicable]

Use this format for each decision made.

Action Items

All action items should be:

• [Action item] - @Owner - Due: [Date]
• [Action item] - @Owner - Due: [Date]

Format:

• Clear, specific action
• Single owner (no "team" ownership)
• Concrete deadline
• Checkbox for tracking

Discussion Notes

Key points discussed organized by topic:

Topic 1: [Name]

• Key point or discussion highlight
• Important context or concern raised
• Any data or information shared

Topic 2: [Name]

• Key discussion points
• Decisions or conclusions reached

Open Questions / Follow-Up

Questions that couldn't be answered:

• Question: [What we need to know]
• Owner: [Who will find out]
• By When: [Deadline]

Next Steps

Clear summary of what happens next:

1. [Immediate next action]
2. [Follow-up meeting if needed]
3. [Any broader process to start]

Best Practices

During the meeting:

• Focus on decisions and action items over dialogue
• Capture specific commitments, not general discussion
• Note dissenting opinions on important decisions
• Ask for clarity on vague commitments ("I'll look into it" → "I'll analyze the data and share findings by Friday")

After the meeting:

• Send notes within 2 hours while fresh
• Tag action item owners (@mention them)
• Include links to relevant documents
• Follow up on overdue action items

What to capture: ✅ Decisions made ✅ Action items with owners and deadlines ✅ Key points of discussion ✅ Open questions ✅ Next steps

What to skip: ❌ Verbatim transcripts ❌ Off-topic tangents ❌ Preliminary discussion before decisions ❌ Redundant information

Meeting Types & Adaptations

1:1 Meetings

Focus on:

• Career development discussions
• Feedback (both directions)
• Current challenges
• Action items for both parties

Template additions:

• Recent Wins: What's going well
• Challenges: What's not going well
• Career Discussion: Development topics
• Feedback: For both parties

Sprint Planning

Focus on:

• Story acceptance criteria
• Sizing/estimation decisions
• Dependency identification
• Sprint commitment

Template additions:

• Sprint Goal: What we're committing to
• Story Points: Capacity and estimates
• Dependencies: External blockers
• Definition of Done: Acceptance criteria

Product Reviews

Focus on:

• Design decisions
• User feedback discussed
• Changes requested
• Launch readiness assessment

Template additions:

• Design Decisions: What was approved/rejected
• User Feedback: Key insights discussed
• Open Design Questions: What needs iteration
• Launch Criteria: Remaining requirements

Stakeholder Sync

Focus on:

• Status updates delivered
• Concerns raised
• Approvals given
• Escalation needs

Template additions:

• Status Overview: High-level progress
• Approvals Obtained: Sign-offs received
• Escalations: Issues raised to stakeholders
• Next Sync: When and what to cover

Example Meeting Notes

# Product Roadmap Review - Q1 2026
**Date**: January 20, 2026  
**Attendees**: Sarah (CPO), Mike (Eng Lead), Jennifer (Design), Tom (PM)  
**Note Taker**: Tom  
**Duration**: 45 minutes

## Agenda
- [x] Review Q1 planned features
- [x] Discuss resource constraints
- [x] Prioritization discussion
- [x] Timeline alignment

## Decisions Made

**Decision**: Move multi-channel dashboard to Q2, prioritize mobile app improvements for Q1  
**Context**: Customer feedback shows mobile experience is significantly impacting retention (65% of users primarily mobile). Engineering team can only tackle one major initiative this quarter.  
**Owner**: Tom (PM) to communicate to stakeholders  
**Deadline**: January 22

**Decision**: Allocate 20% of engineering time to technical debt  
**Context**: Accumulated tech debt is slowing feature development. Team velocity dropped 30% last quarter.  
**Owner**: Mike (Eng Lead) to create tech debt backlog  
**Deadline**: January 27

**Decision**: Run mobile beta with 100 users before full launch
**Context**: Need to validate improvements on diverse devices
**Owner**: Jennifer (Design) to coordinate with QA
**Deadline**: February 10

## Action Items
- [ ] **Update Q1 roadmap deck with new prioritization** - @Tom - Due: Jan 22
- [ ] **Schedule alignment meeting with support team about dashboard delay** - @Tom - Due: Jan 24
- [ ] **Create tech debt prioritization rubric** - @Mike - Due: Jan 27
- [ ] **Run user testing on mobile designs** - @Jennifer - Due: Feb 3
- [ ] **Document decision rationale for executives** - @Sarah - Due: Jan 23
- [ ] **Identify 100 beta users for mobile** - @Tom - Due: Feb 1

## Discussion Notes

**Q1 Feature Prioritization**
- Customer retention is #1 company priority this quarter
- Mobile app NPS score is 6.2 (vs 8.1 for web)
- Mobile accounts for 65% of daily active users
- Multi-channel dashboard would take 8 engineering weeks
- Mobile improvements estimated at 6 engineering weeks with higher ROI
- Sales has 3 enterprise deals waiting on dashboard feature

**Resource Constraints**
- Currently 4 engineers available (down from 6 last quarter due to attrition)
- Design team can support both initiatives but at reduced capacity
- QA team needs 2 weeks for thorough testing on mobile
- One engineer on loan to security team through February

**Risk Discussion**
- Delaying dashboard may impact enterprise sales (3 deals waiting)
- Sarah noted: "We can position mobile improvements as foundation for enterprise features"
- Mike raised concern about mobile tech stack stability - addressed through tech debt allocation
- Need to communicate clearly with Sales about timeline change

**Mobile Implementation Plan**
- Week 1-2: Design refinements based on user feedback
- Week 3-4: Engineering implementation
- Week 5: Internal testing
- Week 6: Beta with 100 users
- Week 7: Full rollout

## Open Questions
- **Question**: What's the impact on enterprise pipeline if we delay dashboard?  
  **Owner**: Sarah will check with Sales leadership  
  **By When**: January 23

- **Question**: Can we do a limited beta of dashboard for enterprise customers?  
  **Owner**: Tom will explore MVP scope with Mike  
  **By When**: January 25

- **Question**: What's our plan if mobile improvements don't hit target metrics?
  **Owner**: Tom will create contingency plan
  **By When**: January 27

## Next Steps
1. Tom to send updated roadmap to leadership by EOD Wednesday (Jan 22)
2. Team to begin sprint planning for mobile improvements next Monday (Jan 27)
3. Follow-up meeting on Feb 1 to review progress and validate prioritization
4. Sarah to present decision rationale to executive team on Jan 24

---

**Next Meeting**: February 1, 2026 - Progress Check-in
**Notes Sent**: January 20, 2026 5:30 PM

Quality Checks

• Every action item has a single named owner (not "team")
• Every action item has a concrete deadline
• Decisions include context (why the decision was made)
• Open questions have an owner and a "by when"
• No verbatim transcripts — synthesis only

Anti-Patterns

• Do not assign action items to "the team" or "everyone" — every action item must have exactly one named owner or it will not be completed
• Do not capture verbatim transcript content — meeting notes record decisions and commitments, not the full conversational path to get there
• Do not omit the context for decisions — a decision without its rationale is useless when someone asks "why did we do that?" six months later
• Do not leave open questions without an owner and deadline — an unanswered question with no follow-up assigned is a blocked decision
• Do not delay sending notes beyond 2 hours after the meeting — notes sent the next day miss the window when action item owners can act on commitments while fresh

Notes Distribution

Subject Line Format: "[Meeting Type] Notes - [Date] - [Key Topic]"

Example: "Product Roadmap Review Notes - Jan 20 - Q1 Prioritization"

Recipients:

• All attendees
• Anyone mentioned in action items
• Anyone who requested notes

Follow-Up:

• Send reminder 3 days before action item due dates
• Weekly summary of all open action items
• Mark action items as complete and share updates