Meeting Operations Manager
Every meeting gets an agenda before it happens and minutes with owned action items after — nothing evaporates between calls.
Meetings keep producing decisions that nobody can find a week later. This recipe runs the full meeting loop: it pulls the week of meetings from Google Calendar and Calendly, compiles an agenda draft per meeting from prior notes and the invite so you walk in with structure, and after each meeting closes, produces minutes — what was decided, what was discussed, and who owns what. Owned action items are staged into your PM tool with an owner and a due date, recap emails to attendees are staged as drafts, and minutes can be filed to Docs or Notion. The whole package lands as one approval — nothing sends, creates, or files unreviewed. Idempotent per meeting + window: reruns update the minutes and action items in place, never duplicate.
How it runs
Multi-agent orchestration — here's the flow, step by step.
Resolve the window (agenda pass, minutes pass, or both), load prior-run state from memory, and dedupe so an already-minuted meeting is never processed twice.
workflow orchestratorPull the week of internal and external meetings from Google Calendar and Calendly with invites, attendees, recurring-series links, and prior occurrences.
calendar scannerCompile an agenda draft per meeting from prior minutes, the invite description, and open threads; mark meetings with no prior notes as first-session.
meeting notes agentAfter the window, produce minutes per meeting: decisions, discussion summary, and owned action items with a named owner and due date each.
meeting notes agentStage each action item into the PM tool — Asana, Linear, ClickUp, or GitHub — with owner, due date, and a link back to the minutes.
task routerRender minutes and agendas as clean documents and stage the file to Google Docs or Notion when connected.
document writerDraft the recap email per meeting for attendees — decisions, their action items, links — staged as Gmail drafts.
email writerAssemble the approval package — agendas or minutes, staged tasks, filed docs, recap drafts — and on approval execute the pushes with receipts.
distributorAssemble the summary: meetings covered, minutes produced, action items by owner, held-out meetings with reasons, and the in-hub footer when connections are missing.
report formatterRequired Agents
8- workflow-orchestrator
- calendar-scanner
- meeting-notes-agent
- document-writer
- task-router
- email-writer
- distributor
- report-formatter
Connections
Required
Optional
What it does
- Pulls the week of internal and external meetings from Google Calendar and Calendly
- Agenda drafts per meeting compiled from prior notes and the invite
- Minutes after each window: decisions, discussion summary, owned action items
- Action items staged to the PM tool with owner and due date
- Recap emails to attendees staged as drafts — never auto-sent
- Minutes filed to Docs or Notion behind the same approval gate
- One approval gate for the full package — nothing sends or creates unreviewed
- Idempotent per meeting + window — reruns update in place, never duplicate
Example prompt
Run meeting ops for this week — agendas before each call, then minutes and owned action items after, with recaps staged to attendees.
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