AI Meeting Intelligence Expert#

Overview#

Transform chaotic meetings into structured, actionable insights. This AI-powered meeting intelligence assistant handles the complete meeting lifecycle—from agenda preparation to decision tracking—freeing you to focus on what matters: the conversation itself.

Triggers#

• 中文触发词： 会议纪要、 智能会议、 会议分析、 会议摘要、 提取行动项、 会议转录、 开会被忘
• English triggers: meeting notes, meeting summary, transcribe meeting, action items, decision tracking, prepare meeting, meeting agenda

Data Handling & Privacy (read first / 前置声明)#

Meeting content is one of the easiest ways to leak sensitive information into a model context. Apply these rules before pasting anything:

Data minimisation（数据最小化）

1. Paste only what is needed for the task. A 200-line verbatim transcript is rarely necessary — a structured bullet list carries the same decisions.
2. Strip the following before sharing: 身份证号/护照号、银行账号、保单号、 手机号、家庭住址、薪酬数字、未公开财务数据、客户名单、医疗健康信息。
3. Replace identifiers with stable pseudonyms ( 客户A、 Region-2) and keep the mapping locally, outside the conversation.
4. If a meeting is legally or regulatorily sensitive, keep processing local and do not send content to third-party services without an approved DPIA.

Save-and-send gate（保存与外发必须先预览确认）

• Never write a summary to a file, send a follow-up email, or update a tracker as a bare action. Always:
  1. Show the full draft to the user,
  2. Mark the items that contain personal or confidential data,
  3. Wait for explicit confirmation ("确认发送" / "确认保存"),
  4. Only then persist or send.
• Drafts are inert until confirmed. Treat "send" and "save" as separate, individually confirmed actions.

Consent（录音与转录的同意）

• Recording and transcribing meetings requires the consent of participants; requirements differ by jurisdiction. Confirm your organisation's policy before enabling automatic transcription.

Accuracy boundary

• A summary is a lossy artifact. For anything with legal, financial or regulatory effect, the authoritative record is the approved minute, not the AI-generated draft.

Features#

1. Pre-Meeting Preparation#

• Generate structured meeting agendas based on topic keywords
• Create attendee briefing documents from CRM/project data
• Suggest time allocations for each agenda item
• Provide historical context from past meeting notes

Worked example — 15-minute agenda generated from a one-line brief

Brief: "理赔时效专项复盘会，参会：运营、客服、IT，60 分钟"

SlotItemOwnerMinOutput expected0–5上期行动项闭环情况运营53 项已闭环 / 2 项延期及原因5–20时效数据：结案时长分布运营15P50 / P90 与上月对比20–40卡点归因：系统与人工各占多少IT + 客服20Top 3 卡点及责任方40–55决策：是否调整时效考核口径全体15明确是/否 + 生效日55–60行动项与责任人确认主持人5每项一责任人一截止日

The last two rows are what generic agenda generators omit: a named decision and a named owner per item."

2. Real-Time Transcription Support#

• Process live meeting notes and convert to timestamped transcript
• Identify and label different speakers
• Flag action items, decisions, and questions in real-time
• Highlight sentiment shifts during discussions

Worked example — live tagging shorthand

Use single-character marks while the meeting runs, then expand them afterwards:

text

[D] decision   [A] action   [Q] question   [R] risk   [T] tbd/需要补数据
   ↓
09:12 [D] 万元以下的案件不再要求人工复核 —— 运营负责人确认
09:20 [A] IT 在 9/20 前提交接口改造方案
09:31 [Q] 带病体案件是否适用同一时效口径？—— 未决
09:44 [R] 若 10 月上线，与年终结算并行，存在回归风险
09:52 [T] 缺少 8 月分中心数据，待补

Two rules that make the expansion reliable:

• Every [A] must get an owner and a date before the meeting ends; an action without both is not an action.
• Every [Q] must be either answered or carried to the next agenda. Unanswered questions that silently disappear are the main failure mode of meeting notes.

3. Post-Meeting Intelligence#

• Generate comprehensive meeting summaries (30-second, 1-minute, 5-minute versions)
• Extract and format action items with owners and deadlines
• Create follow-up email drafts for stakeholders
• Update project trackers and task managers

Worked example — three summary lengths from the same meeting

VersionLengthReaderContainsMust NOT contain30-second2–3 句高管/未参会者结论 + 金钱/时间影响过程、争论细节1-minute1 段参会者结论 + 行动项 + 责任人逐字引用、情绪描述5-minute1 页项目组/审计决策依据、反对意见、数据、未决问题与决策无关的闲聊

Rule: the same 3 facts must appear in all three versions. If they differ, the short version is editorialising rather than summarising.

Follow-up email micro-example

text

Subject: 理赔时效专项复盘会 - 决策与你的行动项（9/10）

本次确认：
1. 万元以下案件取消人工复核，10/1 起生效
2. 时效考核口径维持不变（未调整）

你的下一步：
- IT 接口改造方案 —— 9/20 前提交
- 8 月分中心数据 —— 9/12 前补齐

待决事项：带病体案件是否适用同一口径，下次会议定

Note the last line: unresolved items are stated as unresolved. Omitting them is what makes follow-ups misleading.

4. Meeting Analytics#

• Track meeting frequency, duration, and attendance
• Identify recurring discussion topics
• Measure action item completion rates
• Generate meeting ROI reports

Worked example — a quarterly meeting-health report

MetricThis quarterLast quarterReadAction if bad会议总时长/人/周9.5 h11.2 h下降，健康—无议程会议占比41%38%恶化强制模板决策会占比22%25%略降合并周会行动项按期完成率63%71%恶化减少并行项平均参会人数8.47.9微增拆小会重复议题次数63翻倍该议题需专项决策

Interpretation guardrails:

• A high action-completion rate with very few action items usually means the meeting produced nothing, not that the team is efficient.
• "Recurring topics" is the strongest signal: the same topic 3+ times means it needs a decision owner, not another meeting.

Workflow#

Basic Meeting Summary Workflow#

text

1. INPUT: Meeting transcript/notes/raw text
   ↓
2. PROCESS: AI extracts key information
   - Speakers and roles
   - Topics discussed
   - Decisions made
   - Action items assigned
   - Questions raised
   ↓
3. OUTPUT: Structured meeting intelligence
   - Executive summary
   - Action item list
   - Decision log
   - Follow-up recommendations

Full Meeting Lifecycle Workflow#

text

Phase 1: Preparation
├── Receive meeting topic/context
├── Generate agenda template
├── Pull relevant background data
└── Prepare attendee briefings

Phase 2: During Meeting
├── Log notes in real-time
├── Mark key moments
├── Track time vs. agenda
└── Note unresolved items

Phase 3: Post-Meeting
├── Transcribe and clean up notes
├── Generate summary versions
├── Extract action items
├── Draft follow-ups
└── Update trackers

Phase 4: Follow-Through
├── Send summaries to attendees
├── Create task reminders
├── Track action item status
└── Flag overdue items

Input Examples#

Example 1: Meeting Notes Input#

text

Meeting: Q2 Product Planning
Date: 2026-05-15
Attendees: Sarah (PM), Mike (Eng), Lisa (Design), John (Sales)

Notes:
- Sarah opened with Q1 review, metrics looking good
- Mike mentioned technical blockers on API integration
- Lisa showed new mockups, everyone loved the dark mode
- John said enterprise clients are asking for SSO
- Decided to prioritize SSO for next sprint
- Mike will create technical spec by Friday
- Lisa to update mockups with SSO flows by next week
- Sarah to schedule follow-up with enterprise team

Expected Output:

markdown

## Meeting Summary: Q2 Product Planning

### Quick Take (30 sec)
Q1 metrics positive. Team aligned on Q2 priorities: SSO feature for enterprise clients. Technical spec due Friday, mockups by next week.

### Decisions Made
1. Prioritize SSO implementation in next sprint
2. Enterprise team meeting to be scheduled

### Action Items
| Item | Owner | Due Date |
|------|-------|----------|
| Create technical spec for SSO | Mike | 2026-05-20 |
| Update mockups with SSO flows | Lisa | 2026-05-22 |
| Schedule enterprise team follow-up | Sarah | 2026-05-18 |

### Discussion Highlights
- Enterprise clients requesting SSO (high priority)
- Dark mode mockups well received
- API integration blockers acknowledged

Example 2: Action Item Extraction#

Input: Raw meeting transcript or bullet points Output: Structured action item list with:

• Task description
• Assigned owner
• Deadline (if mentioned)
• Priority level
• Related context

Example 3: Meeting Agenda Generation#

Input: "Quarterly planning meeting with engineering and product teams" Output:

markdown

## Q2 Planning Meeting Agenda

### Pre-Meeting (15 min)
- Review Q1 OKRs and completion status
- Prepare Q2 targets draft

### Agenda (60 min total)
1. Q1 Retrospective (15 min)
   - Wins to celebrate
   - Areas for improvement

2. Q2 Goal Setting (25 min)
   - Product roadmap alignment
   - Engineering capacity planning
   - Resource requirements

3. Team Updates (10 min)
   - Cross-functional dependencies
   - Blockers and risks

4. Wrap-Up (10 min)
   - Confirm decisions
   - Assign next steps

Example 4: 中文会议纪要（金融场景，含脱敏）#

Input（用户已自行脱敏）:

text

会议：医惠锡城产品定价讨论
时间：2026-09-08  参会：产品部A、精算B、数据C、合规D

- A：带病体承保的赔付率数据还没拿到，医保局接口预计 9 月下旬开通
- B：没有带病体数据，只能先用行业经验值做区间定价，误差可能 ±15%
- C：健康体部分数据已够，可以先出健康体方案
- D：区间定价对外披露要谨慎，定价说明里不能出现未经验证的假设
- 决定：先出健康体方案（9/20 前），带病体等数据到齐后第二版
- B 负责健康体精算假设文档，9/18 前
- C 负责与医保局对接，每周反馈接口进度

Expected Output:

markdown

## 会议纪要：医惠锡城产品定价讨论（2026-09-08）

### 30 秒摘要
带病体赔付数据尚未获取（医保局接口预计 9 月下旬开通），会议决定分两版推进：
健康体方案 9/20 前先出，带病体方案待数据齐备后出第二版。

### 决策
1. 采用分版推进：健康体先行（9/20 前），带病体后置
2. 带病体暂不使用未经验证的行业经验值作为对外定价依据

### 行动项
| 事项 | 责任人 | 截止 | 交付物 |
|---|---|---|---|
| 健康体精算假设文档 | B（精算） | 09-18 | 假设说明 + 敏感性测试 |
| 医保局接口对接周报 | C（数据） | 每周五 | 进度反馈 |
| 健康体方案初稿 | A（产品） | 09-20 | 方案文档 |

### 未决事项
- 带病体赔付率数据来源与时效（依赖外部接口，非本团队可控）
- 区间定价的对外披露口径（需合规复核）

### 风险
- 若接口延迟超过 10 月中旬，带病体方案将错过产品报备窗口 —— 建议 9/30 设检查点

保存前提示: 本纪要含产品名称与内部时间安排，属内部信息。 请确认分发范围后再保存或外发；对外版本需删除"风险"与"未决事项"两节。

Example 5: 跨会议决策追踪#

Input:

text

我们有 6 次关于"是否上数据中台"的会议记录。这个决策到底定了没有？

Output:

text

决策追踪结果：未定（已讨论 6 次）

| # | 日期 | 结论 | 阻塞原因 | 状态 |
|---|---|---|---|---|
| 1 | 06-12 | 待评估 | 需要成本测算 | 已闭环 |
| 2 | 06-26 | 待评估 | 需要成本测算（未做） | 延期 |
| 3 | 07-10 | 倾向做 | 需要确定牵头部门 | 未闭环 |
| 4 | 07-24 | 待评估 | 牵头部门未定（重复阻塞） | 延期 |
| 5 | 08-14 | 倾向做 | 预算未批 | 未闭环 |
| 6 | 09-04 | 待评估 | 又回到成本测算 | 回退 |

诊断：
- 6 次会议中，"成本测算"出现 3 次、"牵头部门"出现 2 次，均未闭环
- 这不是信息不足的问题，是没有人为这两件事负责
- 会议在"倾向做"和"待评估"之间循环，属于典型的无主决策

建议（不是再开一次会）：
1. 指定一名决策提案人（不是会议召集人），负责写出一页纸提案
2. 明确决策人与决策日期（例如 9/30 前由分管领导拍板）
3. 若 9/30 无法决策，则显式记录"本季度不做"，并在下季度重新评估
4. 第 7 次会议的议程应只含一项：拍板或明确否决

给管理层的提示：重复议题超过 3 次，成本已经超过决策本身的价值。

Output Templates#

Template 1: Meeting Summary#

markdown

## [Meeting Title]

**Date:** [Date]
**Time:** [Start] - [End]
**Location:** [Room/Video Link]
**Attendees:** [Names and Roles]

### Executive Summary
[2-3 sentence overview]

### Agenda vs. Actual
| Topic | Planned | Actual |
|-------|---------|--------|
| ... | ... | ... |

### Key Decisions
1. [Decision 1]
2. [Decision 2]

### Action Items
- [ ] [Task] - @Owner - Due: [Date]
- [ ] [Task] - @Owner - Due: [Date]

### Open Questions
- [Question 1]
- [Question 2]

### Next Meeting
- Scheduled: [Date/Time]
- Focus: [Topics]

Template 2: Follow-Up Email#

markdown

Subject: [Meeting Title] - Key Decisions & Your Action Items

Hi [Name],

Following up on today's [meeting name]. Here's a quick summary:

**What We Decided:**
- [Decision 1]
- [Decision 2]

**Your Next Steps:**
- [Action item 1] - by [date]
- [Action item 2] - by [date]

**Resources:**
- [Link to meeting notes]
- [Link to relevant documents]

Let me know if you have any questions!

Best,
[Your name]

Meeting Type → Template Cheat Sheet#

会议类型核心产出纪要侧重最常遗漏分发范围保存前确认点例会/站会进度同步blockers 与变更上周行动项状态团队内部是否含未公开排期决策会一个明确决策决策 + 依据 + 反对意见决策生效日与适用范围决策相关方决策表述是否与决议一致评审会通过/不通过 + 修改清单问题清单与责任人未通过项的重审时间项目组是否含个人绩效评价1on1成长与障碍约定项（不写细节）双方共同确认仅双方默认不留存细节，确认后再存客户/外部会议承诺与下一步对外承诺的准确措辞内部推测被写入对外版内外部版本分开内外两版分别确认复盘会可复用结论时间线 + 根因 + 改进项谁负责跟改进项相关团队是否含追责性表述董事会/监管类合规留痕逐项决议、表决情况出席与回避记录法定范围须与正式决议文本核对

Integration Recommendations#

Use CaseRecommended Tools数据敏感度是否需要脱敏保存/外发前的人工确认点典型误用Calendar syncGoogle Calendar, Outlook低（标题/时间）一般不需要外部参会人是否可见把议题详情写进日历标题外泄Note-takingNotion, Obsidian, Evernote高（全文）需要全文预览 + 确认落库未脱敏全文直接同步到云端Task managementTodoist, Asana, Linear, Jira中（任务描述）视描述内容任务名是否含客户名把客户名写进公开看板Video conferencingZoom, Google Meet, Teams高（录音/转录）需要参会人同意 + 保留期限未经同意开启自动转录CRM syncSalesforce, HubSpot高（客户信息）需要字段级确认把内部猜测写入客户档案Email follow-upsGmail, Outlook高（对外）需要内外部版本分别确认直接发送未经确认的草稿本地归档（推荐）本地 Markdown / 内网 Wiki可控视内容落盘路径与权限确认默认保存到公共目录

Ecosystem & Compliance Notes (as of 2026-09-10 / 截至 2026-09-10)#

Verify every item against your vendor's documentation and your own compliance function before acting on it.

关注点需向谁确认与本技能的关系会议录音/转录的告知同意要求本单位合规/法务决定能否开启自动转录会议记录的保存期限与归档方式档案与合规部门决定纪要落哪里、存多久金融/保险机构会议留痕要求监管机构最新规定（以官方发布为准）涉及决策类会议的纪要完整性第三方会议 AI 服务的数据出境与存储地供应商 DPIA/合同决定能否使用云端转录生成式 AI 处理内部信息的内部政策本单位 AI 治理制度决定哪些内容可进入模型上下文

最近动态（截至 2026-09-10，以官方最新发布为准）

1. 会议 AI 功能（实时转录、自动摘要、行动项提取）已成为主流办公与会议 平台的标配，竞争重点从"能否生成"转向"生成结果能否被审计与追溯"。
2. 金融机构对会议记录留痕与可追溯性的要求持续强化，决策类会议纪要往往 需要与正式决议文本一致，AI 草稿不能替代正式记录。
3. 数据最小化与本地化处理成为会议 AI 选型的常见前置条件，部分场景要求 在内网完成转录与摘要。
4. 以上为趋势性描述，具体义务以所在司法辖区与监管机构最新规定为准。

Best Practices#

For Meeting Organizers#

1. Share agenda 24h before meeting
2. Designate a note-taker or use AI assistance
3. Start and end on time
4. Review and share summary within 2 hours

For Action Item Tracking#

1. Assign one clear owner per item
2. Set specific, achievable deadlines
3. Include context for why the task matters
4. Follow up within 48 hours of deadline

For Meeting Efficiency#

1. Default to 25 or 50-minute meetings
2. Include breaks for meetings over 90 minutes
3. Limit attendees to decision-makers and contributors
4. Record meetings (with consent) for accurate transcription

Edge Cases & Troubleshooting#

Challenge: Incomplete Notes#

Solution: Provide the AI with whatever you have—bullet points, partial transcripts, even voice memos. The assistant can work with fragmentary input and will clearly indicate confidence levels.

Challenge: Multiple Meetings in One Day#

Solution: Use the daily digest feature to get an overview of all meetings, cross-reference action items, and identify scheduling conflicts.

Challenge: Unclear Action Item Ownership#

Solution: When ambiguous, flag the item for clarification rather than assigning arbitrarily. Include a "Verify owner" tag.

Challenge: Confidential Discussions#

Solution: Emphasize that sensitive meetings should be handled locally. Provide a "sanitize" mode that removes sensitive names/companies while preserving structure.

Version History#

• 1.0.1 (2026-09-10)

  • Added "Data Handling & Privacy" front matter: data minimisation rules, save/send preview-and-confirm gate, consent and accuracy boundaries
  • Added worked examples to all four feature groups (agenda with decision+owner rows, live tagging shorthand, three summary lengths, quarterly health report)
  • Added "Meeting Type → Template Cheat Sheet" (7 meeting types, 6 columns)
  • Expanded integration table from 2 to 6 columns (sensitivity, masking need, human checkpoint, typical misuse)
  • Added Example 4 (Chinese meeting minutes with masking) and Example 5 (cross-meeting decision tracking)
  • Added "Ecosystem & Compliance Notes (as of 2026-09-10)"

• 1.0.0 (2026-05-15): Initial release

  • Core meeting summary generation
  • Action item extraction
  • Decision tracking
  • Basic agenda generation

Last Updated: 2026-09-10