Brainforge Knowledge

MEETING_WORKFLOW

5 min read

Meeting Management Workflow - Breezy Project

This document outlines the standard process for managing meetings, from preparation through post-meeting updates.

Workflow Overview

Pre-Meeting → Meeting → Post-Meeting Processing → Knowledge Base Update

1. Pre-Meeting Phase

Create Meeting Agenda

Location: Lead folder transcripts/ (file name e.g. YYYY-MM-DD_topic_agenda.md)

File naming: YYYY-MM-DD_stakeholder_name_topic.md

Template Structure:

# Meeting Agenda: [Topic]
 
**Date:** [Date]
**Attendees:** 
- Brainforge: [Names]
- Breezy: [Names]
 
**Duration:** [Expected duration]
 
---
 
## Meeting Objectives
 
1. [Primary objective]
2. [Secondary objective]
3. [Additional objectives]
 
---
 
## Demos/Walkthroughs Requested
 
- [ ] [Demo item 1]
- [ ] [Demo item 2]
 
---
 
## Questions to Ask
 
### [Category 1 - e.g., Technical Architecture]
- Question 1
- Question 2
 
### [Category 2 - e.g., Product Roadmap]
- Question 1
- Question 2
 
---
 
## Resources Mentioned/Requested
 
*To be filled during meeting*
 
---
 
## Action Items
 
*To be filled during meeting*
 
- [ ] [Action item] - Owner: [Name] - Due: [Date]
 
---
 
## Notes
 
*Additional context captured during meeting*

2. During Meeting Phase

Real-Time Documentation

  1. Record the meeting (with participant consent)
  2. Take live notes in the agenda document:
    • Mark completed demos/walkthroughs
    • Fill in “Resources Mentioned”
    • Document action items with owners
    • Capture key quotes or insights in Notes section

3. Post-Meeting Phase

Step 1: Generate & Store Transcript

Location: Lead folder transcripts/

File naming: breezy_[descriptive_name]_[date].md or brainforge_breezy_[topic]_MM_DD_YY.md

Process:

  1. Export transcript from recording tool (Granola, Otter.ai, Zoom, etc.)
  2. Save raw transcript with minimal editing
  3. Keep speaker names and timestamps if available

Purpose:

  • Preserve complete conversation context
  • Reference for unclear points later
  • Training data for understanding communication patterns

Step 2: Extract Meeting Notes

Location: Lead folder transcripts/ (e.g. YYYY-MM-DD_topic_notes.md)

File naming: YYYY-MM-DD_stakeholder_name_topic_notes.md

Template Structure:

# Meeting Notes: [Topic]
 
**Date:** [Date]
**Attendees:** 
- Brainforge: [Names]
- Breezy: [Names]
 
**Recording/Transcript:** [Link to transcript file]
 
---
 
## Executive Summary
 
[2-3 sentence overview of meeting outcomes]
 
---
 
## Key Discussion Points
 
### [Topic Area 1]
 
**Context:** [Background]
 
**Discussion:**
- [Point 1]
- [Point 2]
 
**Decisions Made:**
- [Decision 1]
 
**Open Questions:**
- [Question 1]
 
### [Topic Area 2]
 
[Same structure as above]
 
---
 
## Technical Details Captured
 
### Architecture Decisions
- [Detail 1]
- [Detail 2]
 
### Data Sources Discussed
- [Source 1]: [Details]
- [Source 2]: [Details]
 
### Tools/Platforms Mentioned
- [Tool 1]: [Use case]
- [Tool 2]: [Use case]
 
---
 
## Pain Points Identified
 
1. **[Pain Point Category]**
   - Current state: [Description]
   - Impact: [Business impact]
   - Potential solution: [Ideas discussed]
 
---
 
## Requirements Gathered
 
### Must-Have
- [ ] [Requirement 1]
- [ ] [Requirement 2]
 
### Nice-to-Have
- [ ] [Requirement 1]
- [ ] [Requirement 2]
 
---
 
## Action Items
 
- [ ] **[Action]** - Owner: [Name] - Due: [Date] - Status: [Not Started/In Progress/Completed]
- [ ] **[Action]** - Owner: [Name] - Due: [Date] - Status: [Not Started/In Progress/Completed]
 
---
 
## Quotes & Insights
 
> "[Notable quote from stakeholder]" - [Speaker Name]
 
**Insight:** [Why this matters]
 
---
 
## Links to Related Documents
 
- Transcript: [Link]
- Agenda: [Link]
- SOW Updates: [Section references]
- Slack Thread: [If applicable]
 
---
 
## Follow-Up Questions
 
1. [Question to ask in next meeting]
2. [Clarification needed]
 
---
 
## Next Steps
 
1. [Immediate next step]
2. [Follow-up meeting needed]
3. [Document to prepare]

Step 3: Update SOW

Location: sows/SOW-Breezy-BrainforgeAI.md

Process:

  1. Identify SOW Impact Areas

    • Scope changes (new features, removed items)
    • Timeline adjustments
    • Technical approach refinements
    • New assumptions or dependencies
    • Risk updates
    • Commercial implications

  2. Create Update Summary

    • Document what changed and why
    • Reference meeting notes/transcript
    • Note any items requiring client confirmation

  3. Update SOW Sections

    Common sections to update:

    • Executive Value Thesis: New insights about business value
    • Phase Descriptions: Refined scope, responsibilities, methods
    • Deliverables: Added, modified, or removed items
    • Acceptance Criteria: More specific success measures
    • Assumptions & Dependencies: New information discovered
    • Timeline: Adjusted milestones based on new context
    • Risks: New risks identified or existing risks mitigated
    • Mutual Commitments: Updated access needs or SME requirements

  4. Track Changes

    • Use git commits to track SOW evolution
    • Add comments in SOW noting “Updated based on [date] technical discussion”

Step 4: Update Running Documentation

Slack notes location: resources/running_slack_messages.md

Process:

  1. Add summary of key decisions to running Slack notes
  2. Link to meeting notes for full context
  3. Update any ongoing threads or decisions

4. Knowledge Management

Document Relationships

transcripts/     → Agendas (optional), raw transcripts, structured notes
       ↓
sows/            → SOW updates with new scope/context
       ↓
resources/       → Overview docs + running_slack_messages.md

5. Quality Checklist

After Each Meeting, Verify:

  • Transcript saved in transcripts/
  • Meeting notes saved in transcripts/ with:
    • Executive summary
    • Key technical details
    • Action items with owners and dates
    • Open questions documented
  • SOW reviewed for necessary updates
  • All action items added to project tracking (Linear, etc.)
  • Follow-up meeting scheduled if needed
  • Relevant stakeholders notified of decisions via Slack

6. Meeting Types & Focus Areas

Discovery Meetings

Focus: Understanding current state, pain points, stakeholder needs

Key Outputs:

  • Pain points documented
  • Current processes mapped
  • Requirements gathered
  • Data sources identified

Technical Deep-Dives

Focus: Architecture decisions, implementation details, technical constraints

Key Outputs:

  • Architecture diagrams
  • Technical requirements
  • Integration points defined
  • Performance/SLA requirements

Progress Reviews

Focus: Demo work, gather feedback, adjust priorities

Key Outputs:

  • Feedback captured
  • Priority adjustments
  • Next sprint planning

Stakeholder Alignment

Focus: Ensure all parties aligned on scope, timeline, expectations

Key Outputs:

  • Confirmed decisions
  • Timeline agreements
  • Resource commitments

7. Best Practices

During Meetings

  • Ask clarifying questions immediately
  • Confirm understanding by paraphrasing
  • Document exact tool names, data sources, metrics
  • Note who owns each action item
  • Schedule follow-up before ending call

Post-Meeting

  • Process notes within 24 hours while context is fresh
  • Send meeting summary to attendees for confirmation
  • Update SOW within 48 hours of major scope discussions
  • Flag any blockers or urgent action items in Slack immediately

Ongoing

  • Review action items weekly
  • Keep SOW as living document, not point-in-time snapshot
  • Link all related documents for easy navigation
  • Use consistent naming conventions

Templates Quick Reference

All templates stored in: /templates/ (to be created as needed)

  • meeting_agenda_template.md
  • meeting_notes_template.md
  • technical_deep_dive_notes_template.md
  • discovery_notes_template.md

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