Why Offices Constantly Shuffle Information
A typical office day consists of arranging meetings, finding references, taking notes, dispatching minutes, creating tasks, tracking progress, and writing reports. Information flows constantly between chats, video calls, emails, docs, and sheets, losing context with each transfer.
flowchart LR
A[Pre-meeting Agenda] --> B[Create Meeting & Calendar Invites]
B --> C[Meeting Recording & Transcript]
C --> D[Decisions, Actions & Open Issues]
D --> E[Task Ingestions & Notifications]
D --> F[PRD / Slides / Technical Specs]
E --> G[Daily/Weekly Reports & Progress Logs]
F --> G
G --> H[Project Memory & Next Agenda]Main Case: Product Review Session
Scenario: The product team reviews the "Auto-generate Tasks from Meeting Minutes" feature. PMs used to replay recordings, compile notes, and copy tasks manually—taking half a day, with stakeholders often disagreeing on who committed to what.
This collaborative pipeline does not aim for unattended execution. It preserves manual verification points during meeting setup, recording checks, task staging, and PRD validations.
Step 1: Define Desired Decisions Before the Meeting
Meetings without agendas produce transcripts full of noise. Define the meeting type, questions to answer, and expected deliverables first.
Prepare a 45-minute agenda for "Auto-generate Tasks from Meeting Minutes" review.
Participants: PM, R&D, Design, QA, Operations.
Decisions required: MVP scope, task fields, launch metrics.
Read the draft specification and past decision records in project/meeting-to-task.
Output: Meeting objectives, pre-read references, timed agenda with owners, decisions to make now, and asynchronous issues to handle later.
Keep facts separate from suggestions. List missing inputs instead of fabricating details.Step 2: Set Up Tencent Meeting and Sync Calendar
The Tencent Meeting Skill manages the full meeting lifecycle: scheduling, editing, canceling, querying participants, and fetching recordings/transcripts. The API requires storing tokens in environment variables and respecting corporate data privacy policies.
Tencent Meeting is not a general calendar. The correct sequence: schedule the meeting to get the ID and link first, then create calendar invites, add participants, and reserve rooms.
Fields to Verify Before Creation:
| Field | Example | Purpose |
|---|---|---|
| Topic | Meeting-to-Task Review - MVP Scope | Easy identification in lists |
| Start & End | July 8th, 14:00 - 14:45 | Avoid relative time confusion |
| Timezone | Asia/Shanghai | Crucial for cross-border setups |
| Participants | PM, R&D, Design, QA, Operations | Defines access and scope boundaries |
| Recurrence | One-time | Recurring cancellations have larger impacts |
| Lobby Setup | Corporate domain direct access | Adjust if external users attend |
| Recording | Enabled by host in meeting | Involves privacy notifications |
Schedule a meeting using Tencent Meeting Skill.
Topic: Meeting-to-Task Review - MVP Scope
Time: 2026-07-08 14:00-14:45, Timezone Asia/Shanghai, One-time.
Return scheduled details for my review first, then confirm creation.
Once created, write the meeting ID, link, and timings into meeting-brief.md.
Generate a calendar invite draft containing the agenda and pre-read links.
Do not invite participants or reserve rooms until I confirm.Cancellations and edits represent high-risk actions. Display target meetings and impacts before deleting, instead of executing on a simple "cancel the meeting" command.
Step 3: Fetch Recording, Transcript, and Summary
Once the meeting ends, check if the recording was completed and if transcripts are ready before attempting to download.
Query the finished meeting matching ID 123 456 789.
Return the topic, timing, and host. Once confirmed, query available recordings.
If authorized, fetch the transcript, timestamps, and smart summaries.
If unauthorized, stop and return the required access scope; do not bypass controls.
Define file types, sizes, destination paths, and retention limits before downloading.This requires connecting the Tencent Meeting connector in the interface manager.
The Skill translates the 9-digit meeting number into an internal meeting_id to query transcripts. The Agent retains meeting IDs, recording IDs, query times, and permission states for troubleshooting.
Recording & Transcript Rules:
- Notify participants about recording setups in advance.
- Do not share recording links with unauthorized individuals.
- Do not use unofficial audio recordings as a fallback if fetching fails.
- Transcriptions are machine-generated; verify names, metrics, and negative statements.
- Follow corporate data retention guidelines and compliance policies.
Step 4: Compile Actionable Minutes from Transcripts
Five Data Tiers in Minutes:
| Category | Example | Process Rule |
|---|---|---|
| Background Facts | Writing minutes takes 40 minutes on average | Cite sources or transcript timestamps |
| Confirmed Decisions | MVP only supports draft task creations | Log owner and date |
| Action Items | PM compiles the field mapping table | Assign owner, deadline, and deliverables |
| Open Issues | Supporting cross-project task duplication | Agenda for next meeting; do not present as final |
| Suggestions | R&D suggests implementing an async queue | Label as suggestion, not commitment |
Compile meeting minutes. Do not rely solely on automated summaries; verify key metrics, owners, and negative sentences in the transcript.
Output:
1. General meeting metadata;
2. Three-sentence digest;
3. Topic summaries;
4. Decision matrix: decision, rationale, owner, timestamp;
5. Action items: task, owner, deadline, deliverables, dependencies;
6. Open issues and next review timing;
7. Unclear names, metrics, or terms.
Mark missing owners as "Unassigned" and missing dates as "TBD"; do not guess.Step 5: Stage Action Items Before Database Ingestion
Why Two-Step Verification is Necessary: Meeting discussions are not database entries. Exporting drafts directly to production systems creates noise and tracking issues.
Read the action items in minutes-approved.md and generate a task staging preview.
Display for each: title, details, owner, deadline, priority, deliverables, source meeting.
Do not create tasks with missing owners or dates; move them to "Staging Inbox".
Group by owners for my review. Write to the database only after my confirmation.
Return counts of success, failure, skipped, and duplicates; do not send notifications.For demo sessions, owners are marked as pending.
The stable flow: Draft Minutes -> Review -> Staging Preview -> Populate Missing Fields -> Database Ingestion -> Return Task URLs. Use "Meeting ID + Action ID" as an idempotent key to prevent duplicates.
Step 6: Post-meeting Bulletins
Generate notification drafts for review before sending:
Generate two post-meeting notification drafts based on minutes-approved.md:
A. For all participants: decisions, action items, open issues, and minutes URL.
B. For leadership: three-sentence summary, critical bottlenecks, and support decisions.
Do not include download URLs for raw recordings, internal debates, or unassigned roles.
Save as draft; do not send.Routine 1: Excel Consolidation and Reconciliation
Focus on cleaning data pipelines and highlighting errors:
Consolidate weekly sales sheets from 6 regions under input/sales.
Check column names, data types, dates, currencies, and primary keys first; list discrepancies and halt if mismatched.
Deduplicate by order ID, keeping original track logs.
Output total lines, missing values, anomalies, and duplicates before consolidating.
Generate clean-sales.xlsx, exception-list.xlsx, and reconciliation.md.
Match totals against original sheets; do not compile conclusions if mismatch is not zero.Verification: Row counts must balance, formulas must recalculate, anomalies must be logged, and charts must match summaries.
Routine 2: Contract and Document Comparisons
Compare policy-v3.docx and policy-v4.docx.
Output additions, deletions, updates, and style-only changes with chapter locations.
Highlight financial numbers, dates, ownership roles, approvals, exceptions, and negatives.
Output an impact summary and unresolved issues; do not compile legal advice or edit originals.Routine 3: Minutes to Presentation
Compile an 8-slide PowerPoint from the meeting minutes.
Audience: Leadership. Goal: Confirm MVP scope and resource allocation.
Slides: Summary, Background, Customer pain points, MVP scope, Timelines, Risks, Resource requests, Next steps.
One takeaway per slide. Metrics must match the spreadsheet and decisions must map to minutes. Return slide outlines first.The Core Office Skill Stack
| Layer | Capabilities | Default Safety Measures |
|---|---|---|
| Meetings | Tencent Meeting Skill, Calendar integration | Preview before scheduling, confirm cancellations |
| Content | Audio extraction, ASR transcription, templates | Keep timestamps and raw references |
| Collaboration | Task trackers, email clients, docs integrations | Stage previews, draft message templates |
| Product | PRD structures, custom PM Skills | Track unresolved specs, verify requirements |
| Files | DOCX, PDF, OCR, sorting algorithms | Prioritize copying; do not overwrite or delete |
| Spreadsheets | openpyxl, formulas, pivots, auditing | Reconcile totals before drawing conclusions |
| Reporting | PPT, data charts, styling templates | Review slide outlines and mappings first |
| Automation | Cron reports, alerts, catalogs | Run test batches, halt on errors |
Install Skills progressively. Master one stable routine (e.g. meeting minutes to tasks) before connecting PRDs, weekly reports, and presentation pipelines.
References
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