Meeting Cleanup

Context Priority:

1. Previous meeting notes for same recurring meetings FIRST
2. Active PRDs and strategy docs SECOND
3. Stakeholder profiles THIRD
4. Business info for general context FOURTH

Overview

Tools: transcription tool or Lindy + Claude When: End of day with 3+ meetings

Workflow

Step 1: Gather All Meeting Transcripts

From transcription tool:

• Export all today's transcripts
• Download as text files

From Zoom/Meet/Teams:

• Download auto-generated transcripts
• Save to folder

Step 2: Batch Process with Claude (10 min)

claude "Process these meeting transcripts:
[upload all transcripts]

For each meeting:
1. Summary (3 bullets)
2. Decisions made
3. Action items (with owners)
4. Open questions
5. Follow-up needed

Then: Consolidated action item list across ALL meetings"

Per-Meeting Quality Checks

For each meeting processed, verify:

1. All decisions have clear owners -- if a decision was made but no one owns execution, flag it: "Decision made but no owner assigned -- who drives this?"
2. All action items have deadlines -- if an action item lacks a date, assign a reasonable default and flag it: "No deadline stated -- defaulting to [date], confirm?"
3. No duplicate action items across meetings -- if the same action appears in multiple meetings, consolidate into one entry and note which meetings referenced it
4. Conflicting decisions across meetings are flagged -- if Meeting 1 decided "launch in March" and Meeting 3 discussed "push to April," flag the conflict explicitly
5. Strategic alignment is noted for each decision -- tie decisions to strategic pillars from thoughts/shared/pm/frameworks/ when relevant

Step 3: Update Systems (5 min)

• Add action items to Linear
• Calendar follow-up meetings
• Send summary emails where needed
• Update project docs

Automated Version

Using Lindy or Relay:

Trigger: End of day (6pm)
Actions:

1. Pull all meeting transcripts
2. Process with Claude
3. Create Linear issues for action items
4. Send summary email to each meeting's attendees
5. Post consolidated list to Slack

Setup once, runs forever.

Template Output

# Meeting Cleanup - [Date]

## Quick Stats

- Meetings attended: [X]
- Total time in meetings: [Y hours]
- Action items generated: [Z]

## Meeting 1: [Title] ([Time])

**Attendees:** [Names]
**Summary:** [3 bullets]
**Decisions:**

- [Decision 1]
- [Decision 2]

**Action Items:**

- [ ] [Action] - Owner: [Name] - Due: [Date]
- [ ] [Action] - Owner: [Name] - Due: [Date]

**Follow-up:** [Schedule next meeting? Send docs?]

---

[Repeat for each meeting]

---

## My Action Items (Consolidated)

1. [ ] [Action from Meeting 1]
2. [ ] [Action from Meeting 3]
3. [ ] [Action from Meeting 5]

## Waiting On Others

1. [Name] to [action] by [date]
2. [Name] to [action] by [date]

## Parking Lot (Questions/Ideas)

- [Question raised but not resolved]
- [Idea mentioned for later discussion]

---

## Cross-Meeting Intelligence

### Recurring Topics (with Priority Tags)

Tag each recurring topic with severity:

- **HIGH** -- Topic involves: CPO/CEO escalation, revenue-impacting deadline, at-risk OKR, or blocker affecting multiple teams
- **NORMAL** -- Topic involves: standard progress tracking, routine decisions, information sharing
- **LOW** -- Topic involves: nice-to-have discussions, future planning without urgency

Format: "[HIGH] [Topic]" came up in [Meeting 1] and [Meeting 3] -- consider scheduling a dedicated session
Example: "[HIGH] D30 Retention -- discussed in 3/4 meetings this week, CPO escalating to CEO"

### Stakeholder Load

[Who has the most action items across all meetings?]
| Person | Action Items | Meetings Involved |
|--------|-------------|-------------------|
| [Name] | [Count] | [Meeting list] |
| [Name] | [Count] | [Meeting list] |

**Overloaded?** If someone has 5+ action items across meetings, flag: "Consider whether [Name] can realistically deliver all of these by their deadlines."

### Timeline Conflicts

[Are any deadlines unrealistic given the workload?]

- [Name] has items due [Date A] (from Meeting 1) and [Date A] (from Meeting 3) -- are both achievable?
- [Feature] has conflicting timelines: Meeting 2 said "end of sprint" but Meeting 4 said "next quarter"

### Missing Follow-Ups

[Check previous weeks' meeting notes for action items that should have been discussed today but weren't]

- From [Date]: "[Action item]" assigned to [Name] -- not mentioned in today's meetings. Still open?

### Decisions Summary

[All decisions made across all meetings in one place]
| Decision | Made In | Owner | Strategic Alignment |
|----------|---------|-------|-------------------|
| [Decision] | [Meeting] | [Name] | [Pillar/OKR] |

### Cross-Meeting Conflict Detection

When the same topic or deliverable is discussed in multiple meetings, check for conflicts:

**Timeline conflicts:** Meeting A says "2 weeks" but Meeting B says "3 weeks" for the same deliverable
-> Flag: "CONFLICT: [Deliverable] timeline -- [Person A] estimated [X] (Meeting 1) vs [Y] (Meeting 2). Confirm which is accurate."

**Scope conflicts:** Meeting A scoped feature as X, but Meeting B expanded to X+Y without noting the change
-> Flag: "CONFLICT: Feature scope expanded in Meeting 2 without updating the original agreement from Meeting 1."

**Owner conflicts:** Meeting A assigned task to Person X, Meeting B assigned the same task to Person Y
-> Flag: "CONFLICT: Task '[Task name]' assigned to both [Person X] (Meeting 1) and [Person Y] (Meeting 2). Confirm owner."

**Priority conflicts:** Meeting A called feature P0, Meeting B called same feature P1
-> Flag: "CONFLICT: Feature priority downgraded from P0 (Meeting 1) to P1 (Meeting 2). Was this intentional?"

Always surface conflicts with the format:
"WARNING -- CONFLICT DETECTED: [description] -- Requires resolution by [suggested owner]"

Action items tracked: 100% Follow-through rate: +40%

Context Routing Strategy

When the PM uses /meeting-cleanup, I automatically:

1. Extract Action Items Intelligently

Source: All meeting transcripts provided

• What I look for: Implicit and explicit action items, owners, deadlines
• How I use it: Consolidate into single master list with owners
• Example: "Meeting 1: 'We'll coordinate on timeline' → Action: You sync with eng on timeline"

2. Identify Decisions Made

Source: All meeting transcripts

• What I look for: Decisions that came out of meetings
• How I use it: Flag for /decision-doc if significant
• Example: "Multiple meetings discuss same decision, consolidate for formal decision-doc"

3. Route Action Items to Right Systems

Source: Linear MCP, Linear MCP, task management systems

• What I look for: Which system to create tickets in
• How I use it: Auto-create tickets if MCP connected
• Fallback: Generate formatted action item list for manual entry

4. Consolidate Cross-Meeting Themes

Source: All transcripts analyzed together

• What I look for: Same topic discussed in multiple meetings
• How I use it: Note patterns and highlight for attention
• Example: "Onboarding mentioned in 3 meetings, might be emerging issue"

5. Update Status Automatically

Source: MCPs if task management connected

• What I look for: Related action items from earlier days
• How I use it: Note dependencies and blockers across meetings
• Example: "Design review action from yesterday blocks this implementation ticket"

6. Route for Follow-Up

Routing logic:

• Action items created: Tag owners, set due dates
• Decisions identified: Suggest /decision-doc for formal documentation
• Cross-functional blockers: Flag for escalation
• Team patterns: Suggest process improvements to leadership

Output Quality Self-Check

Before delivering the meeting cleanup, verify:

• Every decision has an owner -- no orphaned decisions without someone responsible for execution
• Every action item has a deadline -- vague timelines are flagged with suggested dates
• No duplicate action items -- items appearing in multiple meetings are consolidated into one entry
• Conflicting decisions flagged -- if two meetings reached different conclusions on the same topic, the conflict is called out explicitly
• Strategic alignment noted -- major decisions reference the relevant strategic pillar or OKR
• Cross-meeting intelligence included -- recurring topics, stakeholder load, timeline conflicts, and missing follow-ups are analyzed
• Previous meeting context checked -- open items from prior meetings are referenced and tracked
• Consolidated action list is complete -- a single master list appears at the end with all items across all meetings
• Cross-meeting conflicts checked and flagged -- timelines, scope, owners, and priorities are compared across meetings for contradictions
• Parking lot captured -- unresolved questions and ideas that surfaced but were not actionable are noted
• File saved correctly -- output saved to thoughts/shared/product/meeting-notes/cleanup-[date].md

If any check fails, revise before delivering.