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Meeting notes template

Agenda, discussion, decisions and action items

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Use it when

Before a meeting you run or attend, so the agenda is set up front and decisions and owners are captured before everyone leaves

Who it's for

AnyoneManager

Filled example

The template filled in for a made-up company, so you can see what good looks like.

Saltmarsh Labs: Q4 support handoff

Date: 9 October 2026 · Notes by: Dana Okafor

Attendees

  • Dana Okafor (support lead)
  • Leo Brandt (product)
  • Mira Chen (engineering)
  • Tomás Reyes (customer success, joined at 14:20)

Agenda

  1. Status of the ticket backlog after the September release
  2. Who owns tier-2 escalations from November
  3. Help center refresh

Discussion

  • Backlog: 212 open tickets, down from 340 two weeks ago. Most of the remaining ones are the CSV export bug; Mira says the fix ships Monday, after which roughly 90 tickets can be closed with one macro.
  • Escalations: today tier-2 tickets bounce between product and engineering for a day before anyone picks them up. Leo argued for a weekly on-call rotation in engineering rather than a dedicated person, because the volume (about 15 a week) does not justify a full role. Mira agreed if the rotation includes a written runbook.
  • Help center: 40% of articles still show the old navigation. Tomás noted that customers in onboarding hit these first, which is why the "where is settings" tickets keep coming.

Decisions

  • Engineering runs a weekly tier-2 on-call rotation starting 3 November.
  • Help center screenshots are updated before any new articles are written.
  • Close CSV export tickets with a macro once the fix is confirmed in production, not before.

Action items

Next meeting

  • Date: 23 October 2026, 14:00
  • Carry forward: review the on-call runbook draft; help center progress against the 25-article list.
Raw notes or transcript (optional)

Leo: volume roughly 15 a week, a rotation is enough. Mira: only with a runbook. Tomás late, flagged old screenshots as the top onboarding confusion.

The template

Show the blank template

Meeting notes

Date: [date] · Notes by: [your name]

Attendees

Who was actually in the room. It matters later when someone asks "wait, was I in that meeting?"

Agenda

Set before the meeting starts, not reconstructed after. An unordered meeting produces unordered notes.

Discussion

Capture the reasoning, not just the topics. The "why" is what gets asked about later.

Decisions

What was actually decided, stated as a decision. "We discussed X" is not a decision.

Action items

Owner and due date on every line. An action item with neither is a suggestion, not a commitment.

Next meeting

When and what's carried forward. It closes the loop instead of letting it dangle.

  • Date:
  • Carry forward:
Raw notes or transcript (optional)

Paste the unedited version here if you have one. The tidy sections above are drawn from it.

Questions

Who should take the notes?
Anyone but the person running the meeting, they are busy facilitating
When do I share them?
Within a day, while people still remember what they agreed
What if nothing was decided?
Write that down, plus what is needed to decide next time

Fill it with your agent

Connect Claude to reph over MCP, then paste this. The draft arrives as suggestions you accept or reject section by section. How to connect Claude.

Find my reph doc "Meeting notes" with search_docs, then read it with read_doc. Draft Discussion, Decisions and Action items from the transcript or notes I paste, in agenda order. Every action item needs an owner and due date; mark missing ones TBD. File it with suggest_edit, one replace_section op per section (heading line kept) so each can be accepted alone. Ask each open question (decisions or owners you inferred rather than heard) with add_comment quoting that section's heading line, then call request_review with a one-line summary.

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