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meeting-followup-draft

Installable Ships in meeting-to-action — or copy the raw skill below.
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ExperimentalNo security review

Meeting Follow-Up Draft

Draft a clear, professional follow-up communication from a meeting record. No filler language. No "per my last email." Every follow-up closes the loop: what was decided, who owns what, and what's still open.

When this skill applies

  • User has a normalized meeting record and/or action register and needs a follow-up email or Teams message
  • User asks to "write the follow-up," "send the recap," or "draft the meeting summary email"
  • Within 24 hours of any client status call, steering committee, sprint review, or discovery session
  • Before distributing a completed action register to attendees and absentees

Skip when: the user wants to publish to Confluence (use jira-confluence-push); the user wants to create Jira tickets (use jira-confluence-push).

Workflow

Step 1 — Assess the input

Read the provided record, action register, or raw notes. Identify:

  • Audience: internal (RBA team), client (external), vendor, or mixed
  • Tone target: derived from --tone or inferred from meeting type (steering committee → formal; sprint review → direct; internal → warm)
  • Format target: email (with subject line, salutation, sign-off) or Teams message (shorter, less formal, no subject line)
  • Key facts: date, meeting type, attendees, decisions, actions, open questions

Step 2 — Draft the follow-up

Apply the structure from templates.md appropriate to format and audience. Follow these content rules:

Subject line (email only)

  • Be specific: "Follow-up: [Meeting type] [Project] — [Date]"
  • Never use: "Following up," "Quick question," "Re: Re: Re:"
  • Good: "Action Items & Decisions — Acme Platform Steering Committee — 28 May 2026"
  • Good: "Sprint 7 Review Recap — Actions Due by 4 Jun"

Opening

  • One sentence max. Thank them for their time in one clause, not a whole sentence.
  • Get to the content in sentence two.
  • Bad: "I hope this email finds you well. It was great to connect today and discuss the many important topics on our agenda."
  • Good: "Thanks for today's steering committee session. Below is the recap with decisions, actions, and open items."

Decisions section

  • List every decision from the record
  • Format: Decision: [plain-language statement] — no bullets within bullets
  • Include the decision-maker role for formal meetings
  • Flag pending ratification decisions with [Pending approval]

Action items section

  • Table or bulleted list with: action, owner (name + role), due date
  • Highlight [DATE TBD] and [OWNER TBD] items — do not silently omit them
  • Sort: due soonest first; undated at bottom

Open questions / parking lot

  • List items that were not resolved
  • State what's needed to resolve each one and when it will be addressed

Next meeting / next steps

  • If the next meeting is scheduled: include date, time, timezone, link
  • If not scheduled: prompt the recipient to confirm

Sign-off

  • RBA standard: name, title, contact; no motivational quotes
  • Teams messages: first name only is fine

Step 3 — Audience adapter

Audience Adjustments
Client Use client-appropriate language — avoid RBA internal jargon, sprint numbers without context, acronyms not defined in this meeting. Roles over names for third parties.
Internal First names fine. Sprint numbers, internal tooling names, and acronyms acceptable.
Vendor Formal. Reference contract or SOW number where relevant. Flag decisions that affect vendor scope.
Mixed (client + RBA) Default to client-facing standards throughout.

Step 4 — Teams message variant

When --format teams-message:

  • No subject line
  • Shorter opening — a single greeting line is sufficient
  • Use @mentions for owners where format supports it (@[Name])
  • Collapse the decision list to a summary if > 3 decisions ("3 decisions were made — see attached minutes for detail")
  • Keep to < 300 words where possible; link to Confluence page if it exists
  • End with a clear CTA: "Reply to confirm you've seen your actions" or "Let me know if anything needs correcting"

Step 5 — Self-check

  • Subject line is specific (no generic "Follow-up")
  • Opening is one sentence; content starts in sentence two
  • Every action has a name and a date (or explicit [TBD] flag)
  • No attendee is identified by personal name in client-shared emails without their consent; use roles
  • Open questions are not silently dropped
  • Tone matches --tone parameter and audience type
  • Email is < 500 words for status calls; < 800 words for steering committees
  • Teams message is < 300 words

Return the draft as a markdown block. Remind the user to review owner names (confirm correct people are tagged/addressed) and to verify any dates before sending.

Tone guide

Tone Characteristics Use for
Formal Full sentences, no contractions, titles used, passive where appropriate Steering committees, C-suite clients, legal/contract-related follow-ups
Direct Active voice, short sentences, minimal pleasantries, action-first Sprint reviews, internal standups, technical team syncs
Warm Contractions fine, brief personal acknowledgment, collaborative framing Discovery sessions, workshop follow-ups, onboarding meetings

Reference files

  • templates.md — email templates (formal, direct, warm) and Teams message templates
Technical details
Plugin
meeting-to-action
Author
Dakota Smith
Skill name
meeting-followup-draft
Maturity
experimental
Security review
No security review
Owners
  • delivery
Argument hint
[paste meeting record and/or action register or @file-path] [--format email|teams-message] [--audience internal|client|vendor|mixed] [--tone formal|direct|warm] [--cc <roles to cc>]
Allowed tools
  • Read
  • Write
  • Glob
Source
plugins/meeting-to-action/skills/meeting-followup-draft/SKILL.md

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