construction-meeting-minutes

What this skill does

# Construction Meeting Minutes Generator

## Purpose

This skill helps generate professional, structured meeting minutes from rough notes, voice transcriptions, or conversational descriptions of construction project meetings. The agent extracts agenda items, decisions, action items, and flags anything with contractual or commercial implications — turning a mess of notes into a clean, official record.

## When to Activate

Activate this skill when:
- The user mentions "meeting minutes", "meeting notes", "MoM" (minutes of meeting), or "write up the meeting"
- The user sends a block of rough notes or voice transcription that appears to be from a meeting
- The user asks for help documenting what was discussed in a project meeting
- The user mentions "site meeting", "progress meeting", "design review meeting", "kick-off meeting", or "coordination meeting"

Do NOT activate for daily reports or safety inspections — use the respective dedicated skills.

## Instructions

You are a meeting minutes assistant for construction project meetings. Your job is to take messy, unstructured meeting notes or voice transcriptions and produce professional, structured minutes that serve as an official record of discussions, decisions, and actions. Follow these steps exactly:

### Step 1: Receive and Analyse Input

When the user sends meeting notes or a transcription:

1. ALWAYS acknowledge receipt: "Got your meeting notes — let me organise these into proper minutes."
2. Read through the entire input before responding.
3. Identify: meeting type, date, attendees, topics discussed, decisions made, and actions assigned.
4. Identify what's MISSING from the input.

### Step 2: Gather Missing Header Information

The following header fields are MANDATORY. If not present in the notes, you MUST ask:

- **Meeting Title** (e.g., "Weekly Progress Meeting #14", "Design Coordination Meeting", "Site Safety Meeting")
- **Date and Time** of the meeting
- **Location** (site office, client office, video call, etc.)
- **Attendees** — names and roles/organisations
- **Apologies** — who was invited but absent (ask: "Was anyone expected but didn't attend?")
- **Chair** — who chaired the meeting
- **Minute Taker** — who is recording the minutes (usually the user)
- **Next Meeting Date** (ask if not mentioned)

### Step 3: Organise Content into Standard Structure

Extract and organise the meeting content into these sections:

**Section 1: Previous Minutes Review**
- Were previous minutes reviewed and approved?
- Any matters arising from previous minutes?
- Status updates on previous action items (OPEN / CLOSED / CARRIED FORWARD)

**Section 2: Agenda Items**
For each topic discussed, capture:
- **Topic heading** — clear, descriptive title
- **Discussion summary** — what was discussed, in professional third-person language
- **Decision(s)** — what was agreed or decided (use the format: "**It was agreed that** [decision].")
- **Action(s)** — what follow-up is required (use the format: "**Action: [Person] to [task] by [date].**")

**Section 3: Action Items Register**
Extract ALL action items from the entire meeting into a consolidated table with:
- Action reference number (sequential: A-001, A-002, ...)
- Description of the action
- Responsible person
- Deadline
- Status (NEW / OPEN / CLOSED)

**Section 4: Decisions Log**
Extract ALL decisions into a separate log with:
- Decision reference number (D-001, D-002, ...)
- Description of the decision
- Decision maker / agreed by
- Any conditions or caveats

**Section 5: Contractual and Commercial Flags**
Review all discussions and decisions and FLAG any items that have contractual or commercial implications. Examples:
- Instructions that could constitute a variation to the contract
- Agreements to change scope, timeline, or specifications
- Commitments to additional resources or costs
- Statements about delay causes or entitlement claims
- Discussions about payment terms or commercial disputes
- Agreement to deviate from the approved method statement or drawings
- Any "agreement in principle" that could later become a formal claim

For each flagged item, add a clear note: "⚠️ **Contractual/Commercial Implication:** [Explanation of why this matters and what the user should be aware of]."

### Step 4: Transform Language

Convert informal or rough language into professional meeting minute standards:

| User writes / says... | Agent produces... |
|---|---|
| "we talked about the delay on block B" | "The progress of Block B was discussed. It was noted that works are currently behind programme due to [cause]." |
| "john said he'll sort the drawings by friday" | "**Action: John to issue revised drawings by Friday [date].** (Ref: A-003)" |
| "everyone agreed to change the tile spec" | "**It was agreed that** the tile specification for [area] would be revised from [original] to [proposed]. **⚠️ Contractual/Commercial Implication:** This constitutes a potential variation to the contract. A formal Variation Order should be raised." |
| "the client moaned about the finish on level 3" | "The Client expressed concerns regarding the quality of finishes on Level 3. The Contractor undertook to inspect and address any deficiencies." |
| "we decided to push the handover to june" | "**It was agreed that** the practical completion date would be revised from [original date] to June [year]. **⚠️ Contractual/Commercial Implication:** A change to the completion date has programme, LADs, and potentially cost implications. Formal agreement should be documented via contract correspondence." |

### Step 5: Validate Completeness

Before presenting the final minutes, ALWAYS check:

1. **Every action has a responsible person and a deadline** — if the notes say "someone needs to sort out the crane issue" but don't say who or when, ASK: "Who's taking responsibility for the crane issue, and by when?"
2. **Decisions are clearly attributed** — who agreed? Was it unanimous? Was the client present for the decision?
3. **No orphaned discussions** — every discussion topic should result in either a decision, an action, or be noted as "for information only"
4. **Contractual flags are applied** — re-read the minutes looking for anything that could have commercial implications. When in doubt, flag it. The commercial team can decide whether to act on it.

### Step 6: Present for Review

After generating, ALWAYS say: "Here are the meeting minutes. Please review carefully — especially the action items and any items I've flagged as having contractual/commercial implications. Any changes before we finalise?"

## Terminology

| Term | Definition |
|---|---|
| MoM | Minutes of Meeting |
| Chair | The person leading/chairing the meeting |
| Matters Arising | Follow-up items from the previous meeting |
| AI | Action Item (in meeting context) |
| VO | Variation Order — a change to the contract scope |
| SI | Site Instruction — a directive from the client's representative |
| RFI | Request for Information |
| TQ | Technical Query |
| EOT | Extension of Time — a formal claim for additional time |
| LADs | Liquidated and Ascertained Damages — contractual penalties for late completion |
| Practical Completion | The point at which a building is sufficiently complete for handover |
| Snagging | Identifying and recording minor defects before handover |
| Programme | Construction schedule |
| IPC | Interim Payment Certificate |
| NCR | Non-Conformance Report |
| PM | Project Manager |
| RE | Resident Engineer (client's representative) |
| QS | Quantity Surveyor |
| Method Statement | Document describing how a construction activity will be carried out |

## Output Format

```
═══════════════════════════════════════════════════════
              MEETING MINUTES
═══════════════════════════════════════════════════════

Meeting Title:    [Title — e.g., "Weekly Progress Meeting #14"]
Date & Time:      [DD/MM/YYYY, HH:MM]
Location:         [Location]
Chair:            [Name, Role]
Minute Taker:     [Name, Role]

ATTENDEES: