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Meeting Follow-up with HiveMind

HiveMind's Meeting Follow-up feature transforms your meeting recordings and transcripts into actionable outputs—summaries, task lists, follow-up emails, and team assignments. Never miss an action item again.

Overview​

Meetings generate decisions and tasks, but follow-through often fails. HiveMind helps you:

  • Extract key decisions from meeting transcripts
  • Identify action items with owners and deadlines
  • Generate summaries for attendees and stakeholders
  • Create follow-up emails ready to send
  • Track commitments across meetings

What HiveMind Produces​

Meeting Summary​

A concise overview including:

  • Meeting purpose and context
  • Key discussion points
  • Decisions made
  • Open questions
  • Next steps

Action Items​

Structured task list with:

  • Clear task description
  • Assigned owner
  • Due date (when mentioned)
  • Priority level
  • Dependencies

Follow-up Communications​

Ready-to-send content:

  • Attendee summary email
  • Stakeholder briefing
  • Team announcements
  • External communications

Integration Outputs​

Direct exports to:

  • Linear: Tickets for engineering tasks
  • Asana/Jira: Project management tasks
  • Notion: Meeting notes database
  • Slack: Channel summaries

Getting Started​

Access Meeting Follow-up​

  1. Navigate to HiveMind in your dashboard
  2. Select Meeting Follow-up from the sidebar
  3. Upload your transcript or paste content

Input Options​

Transcript Upload​

Supported formats:

  • Text files (.txt)
  • Word documents (.docx)
  • PDF (text-based)
  • Otter.ai exports
  • Zoom transcripts
  • Google Meet transcripts
  • Microsoft Teams transcripts

Direct Paste​

Copy and paste transcript text directly into the input field.

Audio Upload (Beta)​

Upload audio files for transcription + processing:

  • MP3, M4A, WAV formats
  • Up to 2 hours duration
  • Automatic transcription included

Processing Options​

Configure your output:

meeting_type: "Team standup"
attendees:
  - name: "Alice"
    role: "Product Manager"
  - name: "Bob"
    role: "Engineering Lead"
  - name: "Carol"
    role: "Designer"

outputs:
  - summary
  - action_items
  - followup_email

integrations:
  - linear  # Create tickets
  - slack   # Post summary

preferences:
  summary_length: "detailed"  # brief, detailed, comprehensive
  action_format: "checklist"  # checklist, table, prose
  tone: "professional"

Meeting Types​

Team Standup​

Optimized for:

  • Quick status updates
  • Blockers identification
  • Daily priorities

Output Focus:

  • Individual updates summary
  • Blockers requiring action
  • Help needed items

Project Review​

Optimized for:

  • Status discussions
  • Milestone reviews
  • Resource allocation

Output Focus:

  • Progress against goals
  • Risks and issues
  • Decisions and changes
  • Next milestone actions

Strategic Planning​

Optimized for:

  • Long-term discussions
  • Strategy sessions
  • Quarterly planning

Output Focus:

  • Strategic decisions
  • Initiative prioritization
  • Resource commitments
  • Success metrics

Client Meeting​

Optimized for:

  • External stakeholders
  • Sales discussions
  • Project updates

Output Focus:

  • Client feedback
  • Commitments made
  • Follow-up requirements
  • Relationship notes

One-on-One​

Optimized for:

  • Manager/report meetings
  • Career discussions
  • Performance reviews

Output Focus:

  • Discussion topics covered
  • Feedback shared
  • Development goals
  • Private action items

Output Details​

Summary Structure​

# Meeting Summary: [Title]
**Date**: January 15, 2026
**Attendees**: Alice (PM), Bob (Eng), Carol (Design)
**Duration**: 45 minutes

## Purpose
Weekly product sync to review Q1 roadmap progress.

## Key Discussion Points

### Feature A Launch
- On track for January 30 launch
- Design finalized, engineering at 80%
- Marketing materials needed by January 25

### Resource Allocation
- Bob raised concerns about Q2 capacity
- Agreed to revisit after Feature A ships

### Customer Feedback
- Discussed top 5 feature requests
- Prioritized mobile improvements for Q2

## Decisions Made
1. Launch Feature A on January 30 (no delays)
2. Add mobile improvements to Q2 roadmap
3. Schedule dedicated planning session for Q2

## Open Questions
- Budget for Q2 contractor support?
- Timeline for mobile development hire?

## Next Steps
See action items below.

Action Item Format​

## Action Items

### High Priority
- [ ] **Alice**: Finalize launch announcement copy (Due: Jan 25)
- [ ] **Bob**: Complete Feature A backend integration (Due: Jan 28)
- [ ] **Carol**: Deliver mobile mockups for review (Due: Jan 22)

### Normal Priority
- [ ] **Alice**: Schedule Q2 planning session (Due: Jan 31)
- [ ] **Bob**: Document capacity constraints for leadership (Due: Feb 1)
- [ ] **Alice**: Follow up with finance on contractor budget (Due: Jan 20)

### Follow-up Items
- [ ] **All**: Review Q2 roadmap draft (shared after meeting)
- [ ] **Bob**: Share technical spec with Carol

Follow-up Email​

Subject: Meeting Summary: Weekly Product Sync (Jan 15)

Hi team,

Thanks for the productive sync today. Here's a quick summary:

**Key Decisions**:
• Feature A launches January 30 as planned
• Mobile improvements confirmed for Q2
• Q2 planning session to be scheduled

**Your Action Items**:
[Personalized list per recipient]

**Alice**:
• Finalize launch announcement copy (Jan 25)
• Schedule Q2 planning session (Jan 31)
• Follow up with finance on contractor budget (Jan 20)

Full notes are in Notion: [link]

Let me know if I missed anything!

Best,
[Your name]

Advanced Features​

Multi-Meeting Tracking​

Track action items across meetings:

  • Carried-over items highlighted
  • Completion status tracked
  • Patterns identified
  • Accountability reports

Participant Analysis​

When speaker identification is available:

  • Speaking time distribution
  • Topic contributions
  • Action item ownership patterns
  • Engagement metrics

Sentiment Detection​

For sensitive meetings:

  • Overall meeting tone
  • Tension points identified
  • Positive moments highlighted
  • Morale indicators

Custom Templates​

Create templates for recurring meetings:

template:
  name: "Weekly Product Sync"
  sections:
    - "Progress Updates"
    - "Blockers"
    - "Decisions Needed"
    - "Announcements"

  standard_questions:
    - "What shipped this week?"
    - "What's blocked?"
    - "What decisions are needed?"

  default_actions:
    - type: "summary"
      destination: "notion"
    - type: "action_items"
      destination: "linear"
    - type: "email"
      recipients: "attendees"

Integration Details​

Linear Integration​

Create tickets automatically:

linear:
  project: "Product Development"
  team: "Engineering"

  mapping:
    priority:
      high: "Urgent"
      normal: "High"
      low: "Medium"

    labels:
      - "from-meeting"
      - "{{meeting_type}}"

Notion Integration​

Save to your meeting notes database:

notion:
  database: "Meeting Notes"

  properties:
    Date: "{{meeting_date}}"
    Type: "{{meeting_type}}"
    Attendees: "{{attendees}}"
    Status: "Complete"

  content:
    - summary
    - action_items
    - decisions

Slack Integration​

Post summaries to channels:

slack:
  channel: "#team-updates"

  format: "summary"  # summary, action_items, full
  mention_owners: true
  thread_replies: true

Best Practices​

For Best Results​

  1. Use quality transcripts: Better input = better output
  2. Include speaker names: Enables action assignment
  3. Specify meeting type: Optimizes processing
  4. Add context: Meeting purpose, expected outcomes

Transcript Tips​

  • Enable speaker identification in recording tools
  • Use dedicated transcription services for accuracy
  • Review for obvious errors before processing
  • Include any shared documents as context

Follow-up Tips​

  • Send summaries within 24 hours
  • Assign clear owners to every action
  • Set realistic due dates
  • Track completion in subsequent meetings

Troubleshooting​

Poor Summary Quality​

  1. Check transcript accuracy
  2. Ensure speaker identification
  3. Provide meeting context
  4. Try different meeting type setting

Missing Action Items​

  1. Review transcript for implicit tasks
  2. Check if speakers were identified
  3. Add context about expected outcomes
  4. Manually supplement if needed

Integration Issues​

  1. Verify connection is active
  2. Check permissions in target tool
  3. Review field mapping
  4. Test with simple output first

Ready to automate meeting follow-ups? Access Meeting Follow-up in HiveMind.