Meeting Notes & Minutes Agent

Purpose

The purpose of Meeting Notes & Minutes Agent is to automatically create structured meeting agendas for scheduled meetings without relying on templates. It consolidates calendar information, proposed agenda items, unresolved action items, and project context into a draft agenda that is reviewed before distribution.

Primary users

The primary user is specified as Both. Project managers are explicitly involved in the workflow by submitting agenda item proposals through email and Teams and approving the draft agenda before it is shared with attendees.

Where it fits (process/stage/trigger)

Meeting Notes & Minutes Agent fits into the meeting preparation process and is triggered by scheduled Outlook calendar meetings. It generates comprehensive agendas 24 to 48 hours before meetings, before final distribution to attendees.

Key capabilities / workflow

Meeting Notes & Minutes Agent monitors Outlook calendars for scheduled meetings, collects agenda item proposals from project managers via email and Teams, integrates unresolved action items from previous meetings, and generates a structured draft agenda. The draft is routed to the project manager for approval, and once approved, the agenda is distributed to attendees with associated metadata.

Inputs

Typical inputs include Outlook calendar events, emails, Teams messages, meeting notes, PM preferences, historical meeting notes, previous agendas, an action DB, and project context.

Outputs / Deliverables

Typical outputs include a structured agenda, an agenda preview for approval, the distributed agenda, and metadata related to the generated agenda.

Value

Meeting Notes & Minutes Agent reduces manual preparation effort for meeting agendas and helps ensure that unresolved action items and proposed discussion topics are included before meetings occur. It supports a more consistent and timely meeting preparation process by generating agendas in advance and routing them through project manager approval.