Automatic meeting agenda and minutes distribution

Purpose

 1.1 Automate the generation and distribution of meeting agendas and minutes in engineering-focused professional services.
 1.2 Ensures all stakeholders receive structured documents before and after meetings.
 1.3 Automates capture of meeting discussions, follow-ups, and assignments for compliance, traceability, and project documentation.
 1.4 Improves cross-team communication and reduces manual tasks for engineers and administrative staff.

Trigger Conditions

 2.1 Calendar invite created or updated containing meeting-specific keywords.
 2.2 Conclusion of scheduled meetings as detected by video conferencing platform APIs/webhooks.
 2.3 Submission of meeting notes in shared document platforms.
 2.4 Status change in a project management tool indicating a meeting has been held.
 2.5 Manual form submission to a web portal triggering agenda/minutes automation.

Platform Variants

 3.1 Microsoft Outlook
 • Feature/Setting: Configure event-based triggers and Graph API to automate email distribution of agendas/minutes.

 3.2 Google Workspace (Calendar, Docs, Gmail)
 • Feature/Setting: Use Apps Script triggers to automate doc creation/sharing and email sending.

 3.3 Slack
 • Feature/Setting: Bot integration to automate posting meeting summaries or links to agendas/minutes via chat API.

 3.4 Zoom
 • Feature/Setting: Webhooks/REST API triggers for meeting end events, automating extraction of transcript/recordings and minutes automation.

 3.5 Microsoft Teams
 • Feature/Setting: Graph API for meeting schedule detection and automated agenda/minutes file sharing to channel.

 3.6 Notion
 • Feature/Setting: API to automate template-based notes/minutes creation linked to meeting events.

 3.7 Asana
 • Feature/Setting: Webhook automation for meeting project tasks, triggering automated agenda/minutes distribution.

 3.8 Trello
 • Feature/Setting: Power-Up or API automation to generate and distribute board-based meeting summaries.

 3.9 Confluence
 • Feature/Setting: REST API for automating wiki page updates with meeting documentation.

 3.10 Salesforce
 • Feature/Setting: Automation with Flow Builder, sending out automated agenda/minutes to engineering stakeholders.

 3.11 Zendesk
 • Feature/Setting: Trigger/automation to send ticket-based meeting follow-ups via email/API.

 3.12 Airtable
 • Feature/Setting: Automations to process meeting records and send automated summary emails from base data.

 3.13 Monday.com
 • Feature/Setting: Built-in automations to send custom agenda/minutes based on board activity.

 3.14 Smartsheet
 • Feature/Setting: Automation workflows for generating and distributing meeting documents as attachments or links.

 3.15 Dropbox
 • Feature/Setting: API or Zapier integration for automated sharing of agenda/minutes files when a new document is saved.

 3.16 Box
 • Feature/Setting: Webhook/API automation to distribute and manage access to meeting files.

 3.17 DocuSign
 • Feature/Setting: Automated document routing and versioning, sending agenda/minutes for review if required.

 3.18 SendGrid
 • Feature/Setting: Email API to automate agenda/minutes campaign emails to employee distribution lists.

 3.19 Twilio
 • Feature/Setting: SMS API for automated reminders with agenda/minutes links for remote engineering teams.

 3.20 Jira
 • Feature/Setting: Automation Rules to distribute agenda/minutes after sprint planning/retrospective meetings.

Benefits

 4.1 Automates repetitive meeting documentation, freeing engineers for value-added tasks.
 4.2 Reduces errors and missed communications through centralized automated process.
 4.3 Ensures traceable, compliant record-keeping via automated agenda/minutes archiving.
 4.4 Faster turnaround time for meeting follow-ups thanks to consistent automation.
 4.5 Empowers engineering teams with automated documentation delivery and acknowledgement tracking.