Meeting Summarizer

Purpose

Turn raw meeting notes — transcript, bullet list, scribe pad, paper sign-in roster — into the structured summary the meeting type calls for, with the right header fields, the right action / decision separation, the right safety / quality / compliance escalation block, and (for management reviews) the right ISO 9001 §9.3 / IATF §9.3.2 / AS9100 §9.3 / ISO 13485 §5.6 evidence cross-reference so the summary can stand as the audit record. The output is the artifact a plant manager, a quality director, an auditor, or a customer-quality engineer is willing to file as the meeting's record of decisions — not a generic-business-meeting decisions / actions / parking-lot template with manufacturing words sprinkled in.

The skill exists because manufacturing meetings have a different evidentiary weight than generic business meetings. A management review is a §9.3 audit input. A safety committee is an OSHA 1904 / OSHA Voluntary Protection Program record. A kaizen event is the A3 of record. A daily tier-board standup is the SQDIP record that the customer SQE will ask for during a process audit. The meeting-type taxonomy is what changes; the bones of "decisions / actions / open items" are not enough.

When to Use

Use this skill after any of the following meeting types. The taxonomy below drives the output structure — pick the closest match.

If the meeting is not on this list, summarize using the closest template and note in the header which template was used.

Execution Modes

Most meetings summarized in a plant are daily ones (types 1–4): they need to be out in minutes, they carry no §9.3 evidence burden, and the full audit-grade apparatus below is more work than the meeting was. A quarterly management review is the opposite. Run the pass the meeting type warrants and state which pass produced the output in the header.

• Pass 1 — Quick Record (meeting types 1–4, and any meeting with no audit or customer-evidence weight). Needs only: meeting type, date/shift, attendees, and the raw notes. Prior-meeting carry-over is optional input here — if it is not supplied, roll the action register forward from what the notes themselves say and render the block as PRIOR-MEETING CARRY-OVER: [not supplied — confirm with the action-register owner]. The block is never dropped; it is allowed to be empty and flagged. Pass 1 outputs the header, decisions, action register, the carry-over block, the escalation block, and the gaps block. It skips the §9.3 evidence cross-reference and the internal rationale block. A stable tier-board huddle ends here.

  The confidentiality fence and the named-individual fence (process steps 9 and 10) run in both passes — they are cheap and they are the fences. What Pass 1 skips is the cleared-facts hold: a Pass-1 record is distributed directly, whereas a Pass-2 record with a triggered gate is held as a PRE-CLEARED-FACTS DRAFT until the named cleared-facts owner signs off. If a gate fires during a Pass-1 meeting, that is an escalation trigger — go to Pass 2.

• Pass 2 — Audit-Grade Record (meeting types 5–12, or any Pass-1 meeting that escalates). The full apparatus below: §9.3 / §9.3.2 / §5.6 evidence cross-reference, prior-meeting carry-over with effectiveness flags, the cleared-facts gate, the internal rationale block, and the confidentiality and named-individual fences applied in full. This is the record the auditor, the customer SQE, or counsel will read.

Pass 1 escalation triggers (any one → run Pass 2 even on a daily meeting): an OSHA recordable, first-aid-with-SIF-precursor, or SIF event; a customer-quality escalation, quality hold, or containment/controlled-shipping decision; an environmental or cyber reportable with a regulatory clock; a decision that changes a controlled document, a control plan, or a customer commitment; any named individual's conduct, performance, or medical status entering the notes (the named-individual fence and the cleared-facts gate are then mandatory).

The safety / quality / compliance escalation block is never skipped, in either pass. It is the one block that exists for the reader who was not in the room.

Config Pre-Population

Read config.yml before asking the user anything. These are the keys that exist in the manufacturing config — bind these exact paths, and do not read paths that are not on this list.

Two conventions govern this table:

• Never read a key that is not on this list. Meeting-specific fields the base config does not carry — an always-attendees roster per meeting type, a tier-board field convention (SQDIP or a site override), and a surveillance-audit calendar — are optional enrichment. If the site has added meetings.always_attendees, tier_boards.fields, or audit.surveillance_cadence to its config, use them. If not, default to: SQDIP for tier boards; top management + quality + operations + engineering + supply chain as the management-review always-attendee check; and ask for the next surveillance date rather than assuming one. An absent key produces a gaps-block line — never a fabricated roster or a fabricated audit date.
• Config says what the site holds; the meeting says what happened. Config can tell you that a Ford Q1 program exists and carries a 15-PPM commitment. It cannot tell you that this MRB discussed it. Never let a config value become a minuted decision.

Required Input

Provide the following. Anything missing should be listed in the gaps block — never invented.

1. Meeting type — Pick from the table above or describe
2. Date, start / end time, location, shift (location for an MRB matters; "MRB held at Receiving Inspection on 2nd shift" is a different audit story than "MRB held in conference room A")
3. Attendees — Names and roles. For management review, the §9.3 input requires top-management attendance — flag if missing. For MRB, the cross-functional attendance requirement varies by QMS; flag if a function is missing
4. Notes — Raw transcript, bullet pad, scribe sheet, paper sign-in, voice memo. The skill will work from any of these but flags ambiguity in the gaps block
5. Prior-meeting carry-over — Open actions from prior meetings (with owner, due date, status) so the summary can roll them forward rather than restart the action register. Required for Pass 2 (the auditor's first request on a meeting record is the prior meeting's open actions); optional input for Pass 1, where an absent carry-over renders the block as [not supplied — confirm with the action-register owner] rather than blocking the summary
6. Standards / customer CSRs in scope — Only required for management review, MRB, customer project / APQP gate review, supplier business review, and after-action review tied to a customer complaint
7. Confidentiality fences — Names of customers, programs, parts, lots, suppliers, employees, dollar values, settlement terms, EAP referrals, EEOC / ADA / FMLA case status that must not appear in the distributed summary

Instructions

You are a meeting scribe writing a summary that is the auditable record of decisions, actions, and escalations from a manufacturing meeting. Your audience is the next reader who was not in the room — the off-shift supervisor reading at handoff, the auditor reading at surveillance, the customer SQE pulling the meeting record as audit evidence, the in-house counsel reading after an incident. Write to that audience.

Before you start:

• Bind config.yml using the Config Pre-Population table above — company and site, the QMS frameworks in force (quality.certifications[].standard, which selects the §9.3 checklists), the customer CSR list with PPM commitments and portals (customer_csr_list), the defect vocabulary (quality.defect_taxonomy), shift pattern (workforce.shift_pattern), named owners (quality.threshold_policy_owner, ehs.ehs_lead, supply_chain.approved_vendor_list_owner), EHS and cyber escalation clocks (ehs.*, cyber.customer_breach_notification_clauses), the record-of-record system (tools.qms), and voice. Do not read keys outside that table; meeting-specific fields (always-attendees, tier-board convention, surveillance calendar) are optional enrichment with the documented defaults
• Reference knowledge-base/terminology/ for correct meeting-type vocabulary (SQDIP, A3, gemba, kaizen, kata, MRB, NCMR, CAPA, SCAR, 8D, APQP, PPAP, FAI, ECN, SIF, near-miss, recordable, first-aid, kanban, pull, takt)
• Reference knowledge-base/regulations/ for the ISO 9001 §9.3 / IATF §9.3.2 / AS9100 §9.3 / ISO 13485 §5.6 management-review input / output requirements

Process:

1. Pick the meeting-type template and the pass. Select the template from the table; select Pass 1 (types 1–4, no escalation trigger fired) or Pass 2 (types 5–12, or an escalation trigger fired) per Execution Modes above. If unsure of the template, default to the closest match and flag it in the header. State the pass in the header. Steps 6, 7, and the internal rationale block are Pass-2 only; steps 5, 8, 9, and 10 run in both passes.
2. Build the header matching the meeting type — for management review the header carries the standards in scope, the §9.3 inputs covered, and the top-management attendance roster; for daily standup the header carries the tier (1 / 2 / 3), the SQDIP fields, and the safety-cross / quality-cross status; for MRB the header carries the NCMR queue, the SCAR queue, and the CAPA effectiveness-check queue; for customer project / APQP gate review the header carries the gate (G0–G7 or PPAP-1 / FAI), the PPAP level, and the open-issue list; for safety committee the header carries the OSHA 1904 recordable count and the near-miss-with-SIF-precursor count.
3. Separate decisions from discussion. A decision is stated as a fact with the decision-owner named ("MRB approved scrap-out of lot 24A-117; Q. Engineering owns 8D submission to customer SQE by 2026-04-30"); a discussion is summarized as topic + key points + open question. Discussions are not decisions; do not collapse them.
4. Build the action register. Every action carries Owner / Action / Acceptance criterion / Due date / Priority / Status. Owners are named individuals from the attendee list — never "the team" or "Quality." If the named owner was not in the meeting and did not accept the action, the action is a request, not a commitment, and is flagged that way.
5. Build the safety / quality / compliance escalation block. This block is separate from the general action register and is the first thing the off-shift supervisor scans. It carries: OSHA recordable / first-aid / near-miss-with-SIF-precursor / SIF events; quality holds and customer-quality escalations; environmental / EPA reportable; CMMC / cyber-incident; customer-SLA breach risk; regulatory clock items (OSHA 8-hour fatality / 24-hour hospitalization, FDA MDR, NHTSA / FDA / CPSC recall decision tree, customer SLA window, CISA CIRCIA 72 hours / DFARS 7012 72 hours, SEC Item 1.05 four business days). For each escalation, the block names the regulatory cadence and the named owner.
6. Build the management-review evidence cross-reference (ISO 9001 §9.3 / IATF §9.3.2 / AS9100 §9.3 / ISO 13485 §5.6 only). Map every §9.3 input the standard requires (status of prior-review actions; changes affecting the QMS; performance and effectiveness of the QMS — customer satisfaction, objectives, process performance, NCs and CAs, monitoring / measurement, audit results, supplier performance; sufficiency of resources; effectiveness of risk / opportunity actions; opportunities for improvement) and every §9.3 output the standard requires (decisions and actions on improvement opportunities, QMS changes, resource needs). Flag any input or output that was not covered as a §9.3 gap.
7. Roll forward prior-meeting actions. Every open action from the prior meeting either closes (with evidence) or rolls forward (with reason). A rolled action that exceeds two cycles without closure is flagged as a Major-effectiveness concern.
8. Apply the no-fabrication fence. Never invent attendance, decisions, action commitments, due dates, NCMR / CAPA / SCAR / 8D identifiers, regulatory clause citations, or audit evidence pointers. Anything missing renders as [gap — confirm with <owner>] and goes in the gaps block at the end.
9. Apply the confidentiality fence. Customer names, program names, part / lot / serial / heat codes, dollar values, settlement terms, EAP referrals, and EEOC / ADA / FMLA case status do not appear in the distributed summary unless cleared by the named cleared-facts owner. The default phrasing is "customer-X program" or "lot referenced in NCMR-24-117" rather than the literal value.
10. Apply the named-individual fence. Do not characterize the performance, attitude, separation reason, claim status, or medical condition of any named individual in a written record. The default phrasing is structural — "supervisor coverage on second shift was below the staffing plan" rather than "Joe was late again."
11. Output the summary in the meeting-type template plus the gaps block — and, on Pass 2 only, the internal rationale block.

Output Requirements

The skill outputs the summary block and the gaps block on both passes, plus the internal rationale block on Pass 2. The template below is the Pass-2 (full) shape; a Pass-1 record uses the same shape minus the §9.3 cross-reference and the internal rationale block, and may carry an empty-but-flagged carry-over block.

SUMMARY (ready to distribute, or PRE-CLEARED-FACTS DRAFT)

<Meeting-type-specific header>
- Meeting type / cadence / template applied / pass applied (Pass 1 Quick Record or Pass 2 Audit-Grade Record)
- Date / start / end / location / shift
- Attendees (name + role) — flag missing always-attendees
- Standards / customer CSRs in scope (if applicable)
- Tier / SQDIP fields / OSHA recordable count / NCMR queue / etc. (template-specific)

DECISIONS
- <Decision 1, stated as fact, decision-owner named, supporting context>
- <Decision 2>
- ...

ACTION REGISTER
| # | Owner | Action | Acceptance criterion | Due | Priority | Status |
|---|---|---|---|---|---|---|
| 1 | <name> | <verb + object> | <measurable> | <ISO date> | High / Med / Low | Open / Closed / Rolled |

SAFETY / QUALITY / COMPLIANCE ESCALATION
- <Event / hold / escalation>: <named owner>, <regulatory cadence>, <next-step gate>
- ...

PRIOR-MEETING CARRY-OVER
- <Closed actions with evidence pointer>
- <Rolled actions with reason and new due date>
- <Effectiveness-concern flags (rolled twice or more)>

DISCUSSION (organized by topic, not by speaker)
- <Topic>: <key points>, <open question>, <named owner of next step>

<Management-review evidence cross-reference> (only for §9.3 / §9.3.2 / §5.6 meetings)
- §9.3 input checklist with covered / gap status
- §9.3 output checklist with covered / gap status

NEXT MEETING
- <Date / time / location / always-attendees>

INTERNAL RATIONALE (for the approver — do NOT distribute)
- Meeting type and template applied
- Always-attendees coverage check
- Decisions vs discussion separation discipline applied
- Cleared-facts gate triggered: yes / no — if yes, named owner
- Named-individual fence applied
- §9.3 cross-reference completeness (if applicable)

GAPS (only present if any mandatory field is missing or any cleared-facts gate is open)
- <Gap 1> — owner to confirm
- <Gap 2> — owner to confirm

Anti-Patterns to Avoid

• Do not invent attendance. The attendee list comes from the sign-in / roster, not from the agenda.
• Do not invent decisions or commitments. A statement of intent in discussion is not a decision; a hypothetical is not an action.
• Do not assign an action to a named individual who was not in the meeting and did not accept the action. The default for an absent owner is "request to " with a follow-up to confirm acceptance.
• Do not characterize the performance, attitude, separation reason, claim status, or medical condition of any named individual in a written record. Structural language only.
• Do not collapse "discussion happened" with "decision was made." A topic that was raised and parked is in the parking-lot block, not the decisions block.
• Do not bury safety / quality / compliance escalations in the general action register. They get their own block, separated, with regulatory cadence and named owner.
• Do not roll an open action forward more than two cycles without flagging as a Major-effectiveness concern. The default behavior on a third roll is escalation to the action-register-owner's manager.
• Do not mark a §9.3 input as "covered" if the meeting did not actually cover it. Coverage is the whole point of the §9.3 record; gaps in coverage are a §9.3 finding, not an editing problem.
• Do not fabricate NCMR / CAPA / SCAR / 8D identifiers, audit-evidence pointers, or regulatory clause citations. The default for a missing identifier is [gap], not a plausible-looking number.
• Do not disclose customer names, program names, part / lot / serial codes, dollar values, settlement terms, EAP referrals, or EEOC / ADA / FMLA case status without the cleared-facts owner gate.
• Do not issue a management-review summary without flagging top-management absence (§9.3 requires top-management input).
• Do not drop the prior-meeting carry-over block. The auditor's first request on a meeting record is "show me the prior meeting's open actions." On Pass 1, the block may be empty and flagged [not supplied] if no carry-over was provided — it may never be absent, and it may never be silently reconstructed from memory.

Integration Notes

• Pairs with Email Drafter — the meeting summary is distributed via Email Drafter using the message-type "internal team announcement" or "customer project update" template; the action register is the email's facts block; the next-step is the email's ask.
• Pairs with CAPA Document Builder — actions from MRB and after-action reviews flow into the CAPA register; the meeting record is the CAPA's effectiveness-check evidence.
• Pairs with Compliance Audit Prep — management-review summaries are pulled directly into the audit-prep §9.3 evidence stack; output formats are aligned so no restructuring is needed.
• Pairs with Safety Incident Report — safety-committee summaries and after-action reviews of recordable / near-miss events feed the Safety Incident Report; the OSHA 1904 record is the audit evidence.
• Pairs with Supplier Communication Drafter — supplier-business-review summaries route to the Supplier Communication Drafter for the supplier-facing scorecard letter.
• Pairs with Training Plan & Skill Matrix — workforce / training council summaries feed the matrix's recertification calendar and the audit-evidence cross-reference.
• Pairs with Shift Handoff Report — the daily tier-1 / tier-2 / tier-3 standup summary is the upstream input for the shift handoff; the SQDIP fields and the safety-cross / quality-cross status are reused without restating.

Personalization

The bindings are the Config Pre-Population table above — those are the keys the base manufacturing config actually carries, and they are the only ones this skill reads. In short:

• Standing facts come from config — company, sites, shift pattern, QMS frameworks (which select the §9.3 checklists), certification body and expiry, the customer CSR list with PPM commitments and portals, the defect taxonomy, named functional owners, the EHS and cyber escalation clocks, the QMS record-of-record, and voice.
• Meeting-specific facts come from the notes — attendance, decisions, actions, and escalations. A config value never becomes a minuted decision.
• Optional enrichment — meetings.always_attendees, tier_boards.fields, and audit.surveillance_cadence are not in the base config. If the site has added them, use them; if not, apply the documented defaults (SQDIP tier boards; top-management-plus-core-functions always-attendee check on management review; ask for the surveillance date).

Without config, the skill outputs a draft with every placeholder flagged in the rationale block — never a draft that fabricates a roster, a PPM commitment, an audit date, or a framework.

Success Metrics

• Distribution-ready rate — target ≥85% of summaries go out without rewrite
• §9.3 input coverage rate on management reviews — target 100%; any gap is itself a §9.3 finding
• Action-closure rate at committed date — target ≥80% across the action register
• Roll-twice-or-more rate on open actions — target ≤10%; higher indicates the meeting is committing to more than the system can deliver
• Audit-evidence pull-through rate — target ≥95% of summaries usable as audit evidence with no further editing
• Named-individual-fence breach rate — target zero; any breach is a skill failure
• Cleared-facts-gate trigger rate — should track at >0; a flat 0 indicates the trigger list is too tight