Meeting notes to actions

Weekly sync - Harbor Bakery web shop - Tue 7 Oct 2025
Present: Maya (owner), Tomas (dev), Ines (marketing), Paulo (bookkeeper, joined late)

- checkout page still slow on phones. Tomas thinks it's the product photos. Will compress them, by Friday I think
- decided: free delivery threshold goes from 30 to 40 EUR starting 1 Nov. Maya ok'd it, Ines unhappy but fine
- newsletter: Ines will send the autumn one "next week sometime". subject line not decided
- someone needs to ask the payment provider about the refund fee. nobody volunteered
- Maya: we are NOT adding a loyalty program this year. final.
- holiday opening hours?? Maya to decide, maybe after the 20th
- Paulo says VAT report needs the October exports. Tomas can send them, no date given
- next sync Tue 14 Oct, 10:00

# Meeting actions - Weekly sync, Harbor Bakery web shop (Tue 7 Oct 2025)

Attendees: Maya (owner), Tomas (dev), Ines (marketing), Paulo (bookkeeper, joined late)

## Decisions
- Free delivery threshold rises from 30 EUR to 40 EUR, starting 1 Nov (approved by Maya).
- No loyalty program this year (Maya: "final").

## Actions
| # | Action | Owner | Deadline | Note |
|---|--------|-------|----------|------|
| 1 | Compress product photos to speed up checkout on phones | Tomas | Fri 10 Oct (tentative) | Notes say "by Friday I think" |
| 2 | Send the autumn newsletter | Ines | unclear | Notes say "next week sometime"; subject line not decided |
| 3 | Ask the payment provider about the refund fee | unclear | unclear | Nobody volunteered |
| 4 | Decide holiday opening hours | Maya | unclear | Notes say "maybe after the 20th" |
| 5 | Send the October exports for the VAT report | Tomas | unclear | Requested by Paulo, no date given |

## Open questions
- Who contacts the payment provider about the refund fee, and by when?
- What is the newsletter subject line, and which day does it go out?
- Which date should the holiday opening hours be decided by?
- When does Paulo need the October exports?

## Follow-up email draft
Subject: Notes from Tuesday's sync (7 Oct) - decisions and next steps

Hi all,

Thanks for the sync. Here is what we settled:

Decisions
- Free delivery now starts at 40 EUR (was 30) from 1 Nov.
- We are not adding a loyalty program this year.

Next steps
- Tomas: compress the product photos, by Friday 10 Oct if possible.
- Ines: send the autumn newsletter.
- Maya: decide the holiday opening hours.
- Tomas: send Paulo the October exports for the VAT report.

Still unclear, please reply to this email:
- Who will ask the payment provider about the refund fee?
- Dates for the newsletter, the opening hours decision and the exports.

Next sync: Tue 14 Oct, 10:00.

Best,
[your name]

---
name: meeting-notes-to-actions
description: Turns messy meeting notes into decisions, action items with owner and deadline, open questions and a ready-to-send follow-up email draft. Use when you have raw notes or a transcript and need clear next steps, with unknown owners or dates marked unclear.
---
# Meeting Notes to Actions
Raw notes in. Decisions, owners, deadlines and a follow-up email out.

## When to use
- You have rough notes, bullet dumps or a transcript from a meeting.
- You need to know who does what by when, and what was actually decided.

## Inputs
- The notes file or pasted text. Ask for it if missing.
- Optional: meeting date, attendee list, the sender name for the email, language of the email.
- If the date matters for relative deadlines ("by Friday"), ask for the meeting date. Without it, keep the words as written.

## Steps
1. Read all the notes once. List attendees as written.
2. Separate each line into one of: decision, action, open question, information.
3. A decision needs explicit wording (decided, agreed, final, ok'd). A mere opinion is not a decision.
4. For each action find the owner and the deadline in the text. Convert a relative deadline to a date only if the meeting date is known; keep the original wording next to it.
5. If the owner or deadline is not stated, write `unclear` in that cell. Never pick the most likely person.
6. Keep hedged items hedged ("I think", "maybe") and mark them `tentative`.
7. Draft a short follow-up email: decisions first, then the action table, then the unclear items as questions to answer.

## Output
New file `meeting-actions.md` with these sections, in this order:
- `## Decisions` (bullets)
- `## Actions` (table: `# | Action | Owner | Deadline | Note`)
- `## Open questions`
- `## Follow-up email draft` (subject line, greeting, body, sign-off)

## Rules
- Never invent an owner, a deadline, a decision or a quote. Use `unclear`.
- Do not turn a suggestion into a commitment.
- Write results to a new file, never overwrite the notes.
- Ask before assuming: if two readings are possible, show both and ask.
- Keep the notes local; the email is a draft only and is never sent by this skill.