Open-source playbook · 02 of 20 · For every team
Decisions get made in meetings and forgotten by Friday.
The systemTurns every call into notes, owners and deadlines, updates the tracker and drafts the follow-ups.
// The problem
Five things were agreed in a half-hour call. Nobody wrote them down in one place, so the week turns into a hunt for who said what. Sample week, fictional company.
MonPricing sync, 10:00
MayaGreat call, everyone. Lots agreed.
Agreed in the call
Tue
DevWas I doing the Cobalt quote, or were you?
Still remembered
Wed
LenaDoes anyone have the notes from Monday?
Still remembered
Thu
TomCobalt Freight is asking where their quote is.
Still remembered
Fri
MayaWait, did we actually move the launch?
Still remembered
With Meeting-to-ActionMinutes after the call ends, Maya has all five items to approve, each with an owner and a date, and the follow-up email already drafted.
// How it works
After the call, every decision, task, name and date in the transcript gets marked, and each mark becomes an item in your tracker and the follow-up.
1The transcript
2What it pulls out
Maya04:12
Okay, pricing. We go annual-first, and the free tier comes off the comparison table.
Decision
Pricing page goes annual-first. The free tier comes off the comparison table.
Maya06:40
Dev, can you send Cobalt Freight the revised quote by Thursday?
Action
Send Cobalt Freight the revised quote
Dev PatelThu 22 Oct
Dev06:47
Yes, as soon as finance signs off the new numbers.
Nothing to file
Dev11:05
Lena, could you update the pricing page mockups before Monday’s review?
Action
Update the pricing page mockups
Lena OrtizMon 26 Oct
Tom19:30
The launch moves to 3 November, so the announcement goes out that week.
Decision
Launch moves to 3 November.
Maya20:02
Tom, please tell the support team about the new date by Friday.
Action
Tell support about the new launch date
Tom ReyesFri 23 Oct
Maya checks the list in Slack. She can edit or drop any item, then approves. Nothing is filed before that.
You sign off4Your tracker, updated
Q4 pricing project3 new
| Task | Owner | Due |
|---|---|---|
| Send Cobalt Freight the revised quote | DPDev Patel | Thu 22 Oct |
| Tell support about the new launch date | TRTom Reyes | Fri 23 Oct |
| Update the pricing page mockups | LOLena Ortiz | Mon 26 Oct |
Decision log
4The follow-up, drafted
ToDev, Lena, Tom
SubjectPricing sync: 2 decisions, 3 actions
Hi all, here’s what we agreed today.
Decided: the pricing page goes annual-first, and the launch moves to 3 November.
Next: Dev sends Cobalt Freight the revised quote by Thursday. Tom briefs support by Friday. Lena updates the mockups by Monday.
All three are in the tracker. Shout if I got anything wrong.
Maya
SendWaits in Maya’s drafts. She sends it.
// When it isn’t sure
Real meetings are vague. When a line sounds like a task but has no owner or date, or sounds half-decided, the system puts a question next to it for the meeting owner instead of making something up. Sample lines, fictional company.
“Someone should look at the churn numbers before the board meeting.”
No owner named
Who takes it?
MayaDevTom
“Let’s get the new deck out to the partners soon.”
No date given
When is it due?
This weekNext weekPick a date
“We could maybe drop the monthly plan altogether.”
Sounds undecided
Log it as a decision?
Not yetYes, decided
What it never does
// For your tech lead
Most of the parts already exist: your meeting tool makes the transcript, and your tracker and email have APIs. The build is the extraction rules and one review step.
| Job | Use | Or |
|---|---|---|
| The transcript | Zoom or Google Meet’s own transcripts (paid plans) | Fireflies, Otter, Fathom |
| Running the steps | n8n | Make, Zapier |
| Finding decisions and actions | Claude (API) | ChatGPT, Gemini |
| The review step | A Slack message with approve and edit buttons | a Teams Adaptive Card |
| The tracker | Asana | Notion, Jira, Trello, a Google Sheet |
| The follow-up email | A Gmail draft | an Outlook draft |
Start simple1–2 hours
Turn on your meeting tool’s transcripts and paste each one into a saved Claude or ChatGPT project that lists decisions, owners and dates.
Production2–3 days
n8n picks up each new transcript, Claude pulls out the items, the owner approves them in Slack, then tasks go to Asana and a Gmail draft is created.
Custom1–2 weeks
Adds name and project matching from the Company Brain, reminders before due dates, and last week’s open items at the top of each call.
An ops lead or chief of staff sets it up with someone comfortable in n8n, in two to three days. After that, each meeting owner spends a couple of minutes per call checking the list and sending the email.
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