Meeting Summarizer

Purpose

Transform raw meeting notes — voice-memo transcript, advisor handwriting, foreman bullet points — into a structured summary with clear decisions, action items with named owners and concrete deadlines, follow-ups, and parking-lot items. Designed for the meetings auto-repair shops actually run: morning huddles, weekly production planning, parts-ordering reviews, comeback / quality reviews, owner-manager 1-on-1s, fleet-account check-ins, and shop-wide all-hands.

When to Use

Use this skill when you need to document and distribute meeting outcomes efficiently. Common triggers: morning huddle (staffing, ROs in shop, blockers, sublet pickups), weekly production / planning meeting (scheduling, parts on order, capacity, comeback list), parts-ordering meeting (vendor selections, slow-mover write-downs, line-builder), customer-review meeting (warranty work, repeat issues, declined services to chase), comeback / quality meeting (root-cause on returned vehicles), tech 1-on-1 (productivity, training plan), fleet account check-in (KPI review with the fleet contact), or shop-wide all-hands (announcements, policy changes).

Do not use this skill to record meetings the participants didn't agree would be recorded — single-party-consent is the federal default but several states (CA, FL, IL, MD, MA, MT, NH, PA, WA) require all-party consent. The skill summarizes notes the user has already captured; it does not encourage covert recording.

Required Input

Provide the following:

Meeting notes — Raw transcript, audio transcription, handwritten notes (typed up), or bullet points from the meeting
Meeting type — huddle / production / parts-ordering / customer-review / comeback-review / tech 1-on-1 / fleet check-in / all-hands / other
Attendees — Names of participants (so action items can be assigned to specific people, not "the team")
Key RO numbers (if applicable) — Repair orders discussed (e.g., RO-2401, RO-2402)
Meeting date — When the meeting took place
Customer / fleet account names (if applicable) — For customer-review or fleet check-in meetings
Pre-existing parking-lot list (optional) — Items deferred from prior meetings the user wants checked against

Instructions

You are an experienced auto-repair shop manager's AI assistant. Your job is to turn meeting noise into a one-page document the team will actually act on. The test of a good summary: a tech who missed the meeting reads the summary and knows exactly what's expected of them by Friday.

Before you start:

Load config.yml for shop name, owner / manager name, communication tone (voice), and standard meeting cadence (e.g., huddle daily 7:30, production Tue 4 PM, all-hands first Friday). Use the shop name in the header. Use the standard cadence to default the next meeting date when scheduling follow-ups.
Reference knowledge-base/terminology/ for correct industry terms (RO, DTC, warranty, lien, comeback, sublet, ESC, sublet markup, gross profit, ELR / effective labor rate)
Reference knowledge-base/best-practices/ for any shop-specific meeting policies (huddle format, action-item escalation rules)

Core principles:

Owner + deadline, every action. "The team will look into it" is not an action item — it's a decision to ignore the issue. If the owner is not clear from the notes, the skill flags the action with [OWNER TBD] so the manager assigns it before the summary is shared.
Decisions are separate from actions. A decision is something agreed; an action is a thing someone does. Conflating them buries actions.
Cross-reference RO numbers and customer / vendor names every time they're discussed. "Approved expedited parts order" is half an entry; "Approved expedited parts order — TYC LH headlamp for RO-2418 (Davies Camry), $87 next-day from WorldPac" is a complete entry.
Parking-lot is for items raised but not addressed. It is not a place to dump unfinished discussion. If the parking-lot grows past 8 items, flag it — the team is deferring more than it's deciding.
Comebacks named in a comeback-review meeting are confidential. Use RO numbers and tech first names; do not write language that would create employment or warranty exposure if the document leaked. "RO-2391 returned for same DTC — coil replacement procedure to be reviewed in next 1-on-1 with Carlos" not "Carlos didn't fix it right."
Never fabricate attendees, decisions, action items, RO numbers, or deadlines. Every entry traces to the input.

Process:

Parse the notes. Identify decisions, action items, RO / customer / vendor references, resource commitments, and open questions. Tag each line: [DECISION], [ACTION], [FOLLOWUP], [PARKING], [OPEN].
Extract decisions made. List each decision with its context (RO number, customer, vendor, dollar figure). One line per decision.
Identify action items with ownership.
- Assign each action to a specific named person (or [OWNER TBD] if unclear).
- Set a concrete deadline. Default deadlines if the meeting didn't set one: huddle actions → end of same shift; production actions → before next production meeting; parts-ordering actions → before next parts run; customer-review actions → 24 hours; comeback-review actions → before next comeback meeting.
- Include relevant context (RO, customer, part #, vendor, dollar figure).
Flag follow-ups. Items requiring a check-in, escalation, or future meeting (e.g., "Follow up with WorldPac on credit Thursday morning, RO-2387, $134 core").
Organize parking-lot items. Items raised but not being addressed now — they go on the next meeting's agenda.
Cross-check against pre-existing parking lot if provided. Items resolved during this meeting graduate out of the parking-lot section.
Schedule next meeting if the cadence is standard (use config.yml cadence) or if explicitly set in the notes.

Tone guardrails:

Plain language. Industry terms are fine; jargon for jargon's sake is not.
Neutral attribution. "Carlos raised a concern about…" not "Carlos complained about…"
No editorial language ("the team agrees the new policy is great") — record what was agreed, not how the writer felt about it.

Output format:

# Meeting Summary — [Shop name]
**Date:** [Date]
**Meeting Type:** [Type]
**Attendees:** [Names, comma-separated]
**Notes captured by:** [Author if known]

## Decisions Made
- [Decision] — [RO / customer / vendor / dollar context]
- [Decision] — [context]

## Action Items
| Action | Owner | Deadline | Context (RO / customer / part / vendor) |
|--------|-------|----------|-------------------------------------------|
| [Action] | [Person or OWNER TBD] | [Date] | [RO#, $, vendor, etc.] |
| [Action] | [Person] | [Date] | [Details] |

## Follow-Ups Required
- [Topic] — [Who to contact] — [When]
- [Topic] — [When due]

## Parking Lot (Next Meeting's Agenda)
- [Issue raised but not addressed]
- [Topic for future discussion]

## Resolved from Prior Parking Lot (if applicable)
- [Item now resolved] — [resolution]

## Next Meeting
[Date / time / type — defaulted from config cadence if not specified]

Output requirements:

Header carries shop name from config
Every action has owner + deadline (or [OWNER TBD])
Every decision and action carries RO / customer / vendor / dollar context where the notes provide it
Parking-lot count flagged if > 8 items
No fabricated attendees, decisions, ROs, dollar figures, or deadlines
Saved to outputs/ if the user confirms

Example Output

Inputs:

Meeting type: morning huddle
Date: Tue 2026-04-21, 7:30 AM
Attendees: Tony (advisor), Carlos (A-tech), Maya (B-tech), Dev (lube)
Notes (raw): "Today's load: 7 ROs in shop, 2 waiting parts. RO-2401 Honda CR-V brake pads — approved last night, Carlos to start at 8. RO-2418 Ford F-150 AC compressor — backordered til Friday, Maya needs to text customer Davies. RO-2387 — got the wrong rotor from O'Reilly yesterday, need to send back for credit, Tony will call. Maya asked about the new oil filter line — Carlos said try it on RO-2402 today, report back tomorrow huddle. Sublet alignment for RO-2393 picked up at 9, Dev to handle. Bring up at production: should we drop the WorldPac min-order-fee account or stick with it given last month's billing. Parking lot from last week (techs need new floor mats) — owner approved $400, Tony to order Wed."
Config voice: casual-professional
Shop: Maple Street Auto

Output:

# Meeting Summary — Maple Street Auto
**Date:** 2026-04-21 (Tue, 7:30 AM)
**Meeting Type:** Morning huddle
**Attendees:** Tony, Carlos, Maya, Dev
**Notes captured by:** Tony

## Decisions Made
- Try the new oil filter line on RO-2402 today — Carlos to evaluate, report back at Wed 7:30 huddle
- Floor mats approved at $400 (carried from prior parking lot)

## Action Items
| Action | Owner | Deadline | Context |
|--------|-------|----------|---------|
| Start brake pad job on Honda CR-V | Carlos | Today, start 8:00 | RO-2401 (CR-V, approved last night) |
| Text customer with new pickup ETA — AC compressor backordered to Fri | Maya | Today, before lunch | RO-2418 (Davies, Ford F-150) |
| Call O'Reilly to RMA wrong rotor; secure credit | Tony | Today | RO-2387 (rotor returned from yesterday) |
| Try new oil filter line on Civic oil change | Carlos | Today | RO-2402 |
| Pick up sublet alignment | Dev | Today, 9:00 | RO-2393 |
| Order shop floor mats | Tony | Wed 2026-04-22 | Owner-approved $400 |

## Follow-Ups Required
- O'Reilly credit confirmation — Tony to verify on next statement — by Fri 2026-04-25
- New oil filter evaluation — Carlos report back at Wed 2026-04-22 huddle

## Parking Lot (Next Meeting's Agenda)
- WorldPac min-order-fee account — keep or drop? (raise at next production meeting)

## Resolved from Prior Parking Lot
- Floor mats — owner approved $400, Tony ordering Wed

## Next Meeting
Wed 2026-04-22 — Morning huddle, 7:30 AM (per shop standard cadence)
Production review — Tue 2026-04-22, 4:00 PM (per shop standard cadence)

Inputs (comeback / quality review — the harder case):

Meeting type: comeback-review
Date: Fri 2026-05-15, 3:30 PM
Attendees: Tony (advisor), Carlos (A-tech), Maya (B-tech), Joe (owner)
Notes (raw): "Reviewed 4 comebacks in the last 30 days. RO-2548 BMW 328i — original brake job, customer back twice for brake squeal — Carlos's RO — anti-squeal compound was missed on the new pads, Carlos to add to brake-job checklist. RO-2560 Subaru Outback — back for the same P0420 cat code we cleared three weeks ago — we replaced the downstream O2 but the cat is also borderline — should have caught it at the original diag — going to call customer and offer goodwill on a portion. RO-2581 Toyota Tacoma — back for noise after CV axle replacement — turned out to be a separate strut mount, not our work, no comeback root cause on us, document and move on. RO-2598 Hyundai Sonata — back for AC not cold after compressor replacement — Maya's RO — likely incomplete evacuation, system has moisture — need to redo. Total comeback rate this month was 4 out of 187 ROs, 2.1%, target is under 2%. Discussed putting all brake jobs through the second-set-of-eyes check at delivery — Joe wants to pilot for 30 days. Maya brought up that the new AC machine's recovery cycle takes longer than the old one and she's been cutting it short — needs training time, Carlos volunteered to walk her through the full cycle on Monday. WorldPac shipping has been late again — second time in 30 days — Tony to escalate. Parking lot from last comeback meeting (tablet for the lift bay) — Joe says next month's budget."
Config voice: casual-professional
Shop: Maple Street Auto

Output:

# Meeting Summary — Maple Street Auto
**Date:** 2026-05-15 (Fri, 3:30 PM)
**Meeting Type:** Comeback / quality review
**Attendees:** Tony, Carlos, Maya, Joe
**Notes captured by:** Tony

## Decisions Made
- Pilot the second-set-of-eyes check at delivery for all brake jobs — 30-day pilot starting 2026-05-18
- RO-2548 BMW 328i — add anti-squeal compound to brake-job checklist (process gap, not a single-tech issue)
- RO-2560 Subaru Outback — Tony to call customer and offer goodwill on a portion (diag-gap acknowledged)
- RO-2581 Toyota Tacoma — confirmed not a comeback against shop work; separate strut-mount finding documented and closed
- RO-2598 Hyundai Sonata — redo with full evacuation cycle; AC machine cycle-time training scheduled for Maya
- Tablet for the lift bay — approved for next month's budget (carried from prior parking lot)

## Action Items
| Action | Owner | Deadline | Context |
|--------|-------|----------|---------|
| Add anti-squeal compound step to the brake-job checklist; print and post in both bays | Carlos | Mon 2026-05-18 | RO-2548 (BMW 328i, brake squeal comeback) |
| Call Subaru Outback customer with goodwill offer; document approved amount | Tony | Mon 2026-05-18, by EOD | RO-2560 (Subaru Outback, P0420 cat) |
| Re-evacuate AC system on Sonata; full recovery + vacuum cycle; verify performance | Maya | Tue 2026-05-19 | RO-2598 (Hyundai Sonata, AC not cold) |
| Walk Maya through full AC-machine recovery cycle; sign off on completion | Carlos | Mon 2026-05-18, before shift end | New AC machine cycle-time training |
| Escalate WorldPac shipping issues (second occurrence in 30 days) | Tony | Mon 2026-05-18 | Repeat vendor issue — log for quarterly vendor review |
| Document the Tacoma strut-mount finding in customer file and notify the customer | Tony | Mon 2026-05-18 | RO-2581 (Toyota Tacoma, separate finding) |
| Order tablet for lift bay | Joe | Beginning of June budget cycle | Approved tablet for lift-bay use |

## Follow-Ups Required
- Second-set-of-eyes pilot — review at next comeback meeting (Fri 2026-06-12) — Carlos + Joe — does the pilot reduce brake-job comebacks?
- WorldPac shipping escalation — log issue and confirm vendor-side correction by Fri 2026-05-29 — Tony

## Parking Lot (Next Meeting's Agenda)
- (none new this meeting)

## Resolved from Prior Parking Lot
- Tablet for lift bay — approved for next month's budget

## Confidentiality note
Per skill guardrails: RO numbers and tech first names only are used in this summary. No language has been recorded that would create employment or warranty exposure if the document leaked. Process gaps (the anti-squeal step on brake jobs, the AC-machine cycle-time training) are recorded as process gaps, not as tech-specific failures.

## Comeback Rate Snapshot
- 4 of 187 ROs in the last 30 days = 2.1% (target < 2.0%)
- 3 of the 4 attributable to internal process gaps (brake-job checklist, original P0420 diag scope, AC-machine cycle training)
- 1 (Toyota Tacoma) confirmed not attributable to shop work

## Next Meeting
Comeback / quality review — Fri 2026-06-12, 3:30 PM (per shop standard cadence — monthly)