1┌─────────────────────────────────────────────┐
2│      ACTION ITEM FAILURE POINTS             │
3├─────────────────────────────────────────────┤
4│                                             │
5│ 1️⃣ NOT CAPTURED (30%)                       │
6│    "I'll do that" but no one wrote it down  │
7│                                             │
8│ 2️⃣ NOT ASSIGNED (25%)                       │
9│    "Someone should..." - but who?           │
10│                                             │
11│ 3️⃣ NO DEADLINE (20%)                        │
12│    "Soon" or "ASAP" = never                 │
13│                                             │
14│ 4️⃣ NOT TRACKED (15%)                        │
15│    Created but forgotten                    │
16│                                             │
17│ 5️⃣ NO FOLLOW-UP (10%)                       │
18│    Nobody checks if done                    │
19│                                             │
20└─────────────────────────────────────────────┘
21 
22Result: 70% of action items incomplete

1Meeting happens
2      │
3      ▼
4┌─────────────────┐
5│ AI Transcribes  │
6└────────┬────────┘
7         │
8         ▼
9┌─────────────────┐
10│ AI Extracts     │
11│ Action Items    │
12│ + Owner         │
13│ + Deadline      │
14└────────┬────────┘
15         │
16         ▼
17┌─────────────────┐
18│ Auto-create     │
19│ Tasks in PM     │
20│ Tool            │
21└────────┬────────┘
22         │
23         ▼
24┌─────────────────┐
25│ Auto Reminders  │
26│ + Follow-ups    │
27└────────┬────────┘
28         │
29         ▼
30┌─────────────────┐
31│ Track & Report  │
32│ Completion      │
33└─────────────────┘

1❌ Vague:
2"Look into the marketing thing"
3 
4✅ SMART Action Item:
5- Specific: "Create social media calendar for Q1"
6- Measurable: "10 posts per platform"
7- Assignable: "@Sarah"
8- Relevant: Supports launch goal
9- Time-bound: "By January 20"
10 
11Format:
12[WHO] will [DO WHAT] by [WHEN]
13"Sarah will create Q1 social media calendar by Jan 20"

1AI looks for phrases like:
2 
3Assignment indicators:
4├── "John will..."
5├── "Sarah is going to..."
6├── "@Mike can you..."
7├── "Team X should..."
8└── "I'll take care of..."
9 
10Deadline indicators:
11├── "by Friday"
12├── "before the next meeting"
13├── "end of week"
14├── "by January 15"
15└── "in the next two days"
16 
17Task indicators:
18├── "follow up on..."
19├── "send the..."
20├── "create a..."
21├── "review the..."
22├── "schedule a..."
23└── "update the..."

1Extract all action items from this meeting transcript.
2 
3For each action item, provide:
4- Task: Clear description of what needs to be done
5- Owner: Person responsible (use name mentioned)
6- Deadline: When it's due (if not mentioned, mark TBD)
7- Priority: High/Medium/Low based on context
8- Context: Brief note on why this matters
9 
10Format as JSON:
11{
12  "action_items": [
13    {
14      "task": "Create Q1 social media calendar",
15      "owner": "Sarah",
16      "deadline": "2024-01-20",
17      "priority": "High",
18      "context": "Needed for Feb product launch"
19    }
20  ]
21}
22 
23Transcript:
24[paste transcript]

1┌─────────────────────────────────────────────────┐
2│         ACTION ITEM AUTOMATION FLOW             │
3└─────────────────────────────────────────────────┘
4 
5TRIGGER: Meeting ends (Fireflies/Otter webhook)
6                  │
7                  ▼
8┌─────────────────────────────────────────────────┐
9│ MODULE 1: Get transcript & AI summary           │
10│ Input: Meeting ID                               │
11│ Output: Full transcript + action items JSON     │
12└─────────────────────────────────────────────────┘
13                  │
14                  ▼
15┌─────────────────────────────────────────────────┐
16│ MODULE 2: Parse action items                    │
17│ Extract: Task, Owner, Deadline, Priority        │
18│ Normalize: Name → Email mapping                 │
19└─────────────────────────────────────────────────┘
20                  │
21                  ▼
22┌─────────────────────────────────────────────────┐
23│ MODULE 3: Create tasks (for each item)          │
24│ Target: Asana / Monday / Trello / Notion        │
25│ Include: Description, assignee, due date        │
26│ Link: Back to meeting transcript                │
27└─────────────────────────────────────────────────┘
28                  │
29                  ▼
30┌─────────────────────────────────────────────────┐
31│ MODULE 4: Notify assignees                      │
32│ Channel: Slack DM / Email                       │
33│ Content: Task assigned + context + deadline     │
34└─────────────────────────────────────────────────┘
35                  │
36                  ▼
37┌─────────────────────────────────────────────────┐
38│ MODULE 5: Schedule reminders                    │
39│ 3 days before: Gentle reminder                  │
40│ 1 day before: Urgent reminder                   │
41│ Overdue: Escalate to manager                    │
42└─────────────────────────────────────────────────┘

1Trigger: Webhook
2URL: https://hook.make.com/xxx
3 
4Incoming data:
5{
6  "meeting_id": "abc123",
7  "title": "Weekly Sync",
8  "transcript": "...",
9  "action_items": [
10    {
11      "text": "Sarah will send proposal by Friday",
12      "assignee": "sarah@company.com"
13    }
14  ]
15}

1HTTP Request to Claude API:
2 
3Prompt:
4"Given these raw action items, enhance with:
51. Clear task description
62. Verified owner
73. Specific deadline (convert 'Friday' to date)
84. Priority level
95. Dependencies
10 
11Raw items: [action_items]"

1For each action item:
2 
3POST /tasks
4{
5  "data": {
6    "name": "[task_description]",
7    "assignee": "[owner_email]",
8    "due_on": "[deadline]",
9    "projects": ["[project_id]"],
10    "notes": "From meeting: [meeting_title]\n\nContext: [context]\n\nTranscript: [meeting_link]"
11  }
12}

1POST to Slack:
2 
3Channel: DM to assignee
4 
5Message:
6"📋 New action item from [meeting_title]
7 
8*Task:* [task_description]
9*Due:* [deadline]
10*Priority:* [priority]
11 
12Context: [context]
13 
14📎 Meeting notes: [meeting_link]
15✅ Task link: [asana_link]"

1Asana Project Setup:
2├── Project: Meeting Action Items
3├── Sections:
4│   ├── This Week
5│   ├── Next Week
6│   └── Backlog
7└── Custom Fields:
8    ├── Source Meeting
9    ├── Priority
10    └── Meeting Date
11 
12Auto-Rules:
13├── Due date passed → Move to "Overdue"
14├── Completed → Archive after 7 days
15└── New task → Notify in Slack

1Board Structure:
2├── Column: Task (text)
3├── Column: Owner (person)
4├── Column: Deadline (date)
5├── Column: Status (dropdown)
6├── Column: Meeting (link)
7├── Column: Priority (label)
8└── Column: Notes (long text)
9 
10Automations:
11├── When status = Done → Notify creator
12├── When deadline passed → Change status to Late
13└── Every Monday → Weekly summary email

1Database: Action Items
2 
3Properties:
4├── Task (title)
5├── Owner (person)
6├── Due Date (date)
7├── Status (select: Todo/In Progress/Done)
8├── Meeting (relation to Meetings DB)
9├── Priority (select: High/Medium/Low)
10├── Created (auto date)
11└── Completed (date)
12 
13Views:
14├── My Tasks (filter: Owner = me)
15├── This Week (filter: Due this week)
16├── By Meeting (group by meeting)
17└── Overdue (filter: Due < today, Status ≠ Done)

1Timeline:
2┌────────────────────────────────────────────┐
3│  Task Created                               │
4│      │                                      │
5│      ├── Immediately: Assignment notification│
6│      │                                      │
7│      ├── 3 days before: Gentle reminder     │
8│      │   "Reminder: Task due in 3 days"     │
9│      │                                      │
10│      ├── 1 day before: Urgent reminder      │
11│      │   "⚠️ Task due tomorrow!"            │
12│      │                                      │
13│      ├── Due date: Final reminder           │
14│      │   "📅 Task due today!"               │
15│      │                                      │
16│      └── Overdue: Escalation                │
17│          "🔴 Task overdue - needs attention"│
18│          CC: Manager                        │
19└────────────────────────────────────────────┘

1👋 Hey [name],
2 
3Quick reminder about your task from [meeting_name]:
4 
5📋 *[task_description]*
6📅 Due: [due_date] (3 days)
7 
8Need help or have questions? Reply here.
9 
10[View Task]([task_link]) | [Meeting Notes]([meeting_link])

1⚠️ Task Due Tomorrow
2 
3Hi [name],
4 
5This task is due tomorrow:
6 
7📋 [task_description]
8📅 Due: [due_date]
9 
10Status update needed. Reply with:
11• ✅ Will complete on time
12• 🕐 Need extension (reason)
13• ❓ Need help
14 
15[Update Status]([task_link])

1🔴 Overdue Task Alert
2 
3Task: [task_description]
4Owner: [owner]
5Due: [due_date] ([days_overdue] days ago)
6Meeting: [meeting_name]
7 
8@[owner] - Please update status
9@[manager] - FYI on delayed item
10 
11[View Task]([task_link])

1# Action Items Weekly Report
2## Week of January 15-21, 2024
3 
4### 📊 Summary
5 
6| Metric | This Week | Last Week | Trend |
7|--------|-----------|-----------|-------|
8| Created | 24 | 28 | -14% |
9| Completed | 22 | 20 | +10% |
10| Completion Rate | 92% | 71% | +21% ↑ |
11| Overdue | 2 | 8 | -75% ↓ |
12 
13### ✅ Completed This Week
14 
15| Task | Owner | Meeting | Completed |
16|------|-------|---------|-----------|
17| Send proposal | Sarah | Weekly Sync | Jan 17 |
18| Review designs | Mike | Design Review | Jan 18 |
19| Update pricing | Lisa | Sales Meeting | Jan 19 |
20... (18 more items)
21 
22### ⏳ In Progress
23 
24| Task | Owner | Due | Status |
25|------|-------|-----|--------|
26| API integration | David | Jan 22 | 75% done |
27| Landing page | Tom | Jan 23 | In review |
28 
29### 🔴 Overdue
30 
31| Task | Owner | Due | Days Late |
32|------|-------|-----|-----------|
33| Contract review | Legal | Jan 15 | 6 days |
34| Budget approval | Finance | Jan 18 | 3 days |
35 
36### 👥 By Owner
37 
38| Person | Assigned | Completed | Rate |
39|--------|----------|-----------|------|
40| Sarah | 5 | 5 | 100% ⭐ |
41| Mike | 6 | 5 | 83% |
42| Lisa | 4 | 4 | 100% ⭐ |
43| David | 5 | 4 | 80% |
44| Tom | 4 | 4 | 100% ⭐ |

1Dashboard Components:
2 
31. Completion Rate Gauge
4   ├── Target: 85%
5   ├── Current: 92%
6   └── Status: ✅ On Track
7 
82. Tasks by Status (Pie Chart)
9   ├── Completed: 65%
10   ├── In Progress: 25%
11   ├── Not Started: 5%
12   └── Overdue: 5%
13 
143. Due This Week (List)
15   ├── Filter: Due date = This week
16   └── Sort: Due date ascending
17 
184. Overdue Items (Alert List)
19   ├── Filter: Status ≠ Done AND Due < Today
20   └── Highlight: Red background
21 
225. Team Performance (Bar Chart)
23   ├── X-axis: Team members
24   └── Y-axis: Completion rate %

1✅ Good Practices:
2 
31. Verbalize Clearly:
4   "So John will send the proposal by Friday, correct?"
5 
62. Confirm Understanding:
7   "John, you're taking the proposal - due Friday?"
8   John: "Yes, confirmed."
9 
103. Summarize at End:
11   "Let me recap our action items:
12   - John: Proposal by Friday
13   - Sarah: Schedule demo for next week
14   - Mike: Review and approve designs by Wednesday"
15 
164. Write in Chat:
17   "Action items from this meeting:
18   1. @John - Proposal (Due: Friday)
19   2. @Sarah - Schedule demo (Due: Monday)
20   3. @Mike - Approve designs (Due: Wednesday)"

1Strategy 1: Default Deadline
2- No deadline mentioned → Due in 7 days
3- Adjust in task if needed
4 
5Strategy 2: Ask During Meeting
6- "When can you have this done by?"
7- Get commitment before moving on
8 
9Strategy 3: Auto-Follow Up
10- Create task with "TBD" deadline
11- Bot asks assignee for deadline within 24 hours

1Escalation Path:
2 
3Day 1 overdue: Reminder to owner
4Day 3 overdue: Reminder + CC manager
5Day 7 overdue: Meeting with manager
6Day 14 overdue: Remove from backlog or reassign
7 
8Options for Owner:
9├── Complete now
10├── Request extension (with reason)
11├── Delegate to someone else
12├── Cancel (with justification)
13└── Break into smaller tasks

1□ Choose Meeting AI tool (Fireflies/Otter/Fathom)
2□ Choose Task Management tool (Asana/Monday/Notion)
3□ Setup name → email mapping
4□ Create Make.com/Zapier connection
5□ Test with one meeting
6□ Configure reminder schedule
7□ Setup weekly report automation
8□ Train team on action item format
9□ Launch and monitor for 2 weeks
10□ Adjust based on feedback

11. Document current action item process
22. Identify pain points
33. Design automated workflow
44. List tools needed

11. Create Make.com scenario:
2   - Trigger: Meeting ends
3   - Extract action items
4   - Create tasks in PM tool
5   - Send Slack notifications
62. Test with recorded meeting

11. Create weekly report template
22. Setup automated data pull
33. Configure email delivery
44. Test report generation