Meeting Sync

Processes a raw meeting transcript and keeps all project documentation up to date in one workflow.

When to Use

• A new meeting transcript is available and needs to be turned into structured notes
• The backlog, project overview, or other project docs need updating after a discussion

Outputs Produced

If your project maintains translated versions of any docs, also update them after completing the steps below.

Procedure

Step 0 — Collect Missing Context

Before writing anything, verify:

1. Transcript source: confirm which file is the transcript (or use the attached file / selection).
2. Meeting date: extract from filename or transcript. If not found, ask the user.
3. Attendees: extract from transcript text. If not determinable, ask: "Who attended this meeting? (names and roles)"
4. Existing docs: read all target files if they exist:
   • docs/project-overview.md
   • docs/backlog.md
   • Any prior docs/meeting-notes/meeting-*.md for continuity

Do not proceed to writing until date and attendees are known.

Step 1 — Generate Meeting Notes

Create docs/meeting-notes/meeting-YYYY-MM-DD.md (create the meeting-notes/ folder if it does not exist). Follow the template in ./references/doc-templates.md.

Rules:

• Language: write in English; translate/distill if the transcript is in another language
• Distill, do not transcribe — extract decisions, facts, open questions, and action items; discard filler
• Group content into thematic sections (e.g., Technical, Product, UX Insights)
• End with:
  • Decisions Made table (decision | detail)
  • Open Questions checklist - [ ]
  • Action Items table (owner | task | deadline if mentioned)

Step 2 — Update project-overview.md

Read the existing file. For each section, check whether the transcript changes or extends the content:

Edit only what changed. Do not rewrite sections that are unaffected.

Step 3 — Update backlog.md

Read the existing backlog. Apply changes in this order:

1. New user stories: add rows to the relevant EPIC table. Use the existing ID prefix. Set notes to the meeting date for traceability.
2. Updated stories: if an existing story was refined or re-scoped, update its Notes column. Do not delete stories.
3. Decisions / Out of Scope: update the Decided / Out of Scope section.
4. Open Questions: check each - [ ] item — mark - [x] if answered in the transcript, add new ones.
5. Technical Debt: add new rows if infrastructure tasks surfaced.

Update the Last updated date at the top. Add the new meeting date to the "Based on meetings" line.

Step 4 — Final Check

Before finishing, verify:

• Meeting notes file created at docs/meeting-notes/meeting-YYYY-MM-DD.md with correct date
• project-overview.md updated if needed
• backlog.md header date updated
• No section was accidentally deleted or overwritten
• All open questions from the transcript are captured somewhere (meeting notes or backlog)

Report what was changed in a brief summary: one line per file, noting what was added/updated.