00 Subsystem: Meeting Sync and action Capture

DraftSOP · Procedure · MS-SOP-1 – Meeting Sync & Action Capture · 2025-05-15-r0

Parent Sub-system — Meeting Sync & Action Capture (converts every scheduled or ad-hoc call into clear Trello actions in ≤ 15 min)

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Big-Picture Overview

Block	Content
Purpose & Scope	① Keep “live” conversations (daily 7-min blockers huddle, ad-hoc troubleshooting, client calls) tied to the Solo-Team OS. ② Auto-surface blockers & tasks as Trello cards so nothing dies in chat logs.
Map / Flow	Before call: host opens Meeting Template → During call: note live blockers, decisions → End: click Record (Meet) & drop Transcript into Drive Transcripts-Inbox → GPT /digest produces TL;DR + action list → paste TL;DR in #manager thread → run /actionize to push Trello cards → label 🔴 blockers if any.
Roles / RACI	Host R, Ops Manager A, Systems-Ops C, GPT I
KPIs	100 % meetings have TL;DR + Trello actions within 15 min · 100 % blocker cards labelled 🔴 and escalated
Tools	Google Meet (record, transcript) · Drive Transcripts-Inbox · GPT commands /digest /actionize · Trello Meeting Actions list · Telegram #manager
Risks	Transcript missing → lost actions · GPT hallucination · Duplicate cards
Controls	Drive on-create trigger reminds if transcript not saved · /actionize de-dupes by card title · Checklist at step 6

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Detailed SOP — 7-Step Loop

#	Step & Owner	Key-points / Controls
1. Prep (−1 min)	Host	Open Meeting Template.md (agenda, blockers table).
2. Record On	Host	Start Meet recording for automatic transcript; announce.
3. Round-table (≤ 7 min)	Everyone	Each participant: What I did / Blocked on / Next step. Host notes blockers.
4. Stop & Save	Host	End recording → transcript auto-drops to Drive Transcripts-Inbox.
5. Digest (≤ 3 min)	Host	In GPT chat: /digest <drive-link> → copy TL;DR + blockers + tasks.
6. Publish	Host	Paste TL;DR in #manager Telegram thread. Run /actionize → bot creates Trello cards under Meeting Actions list, links back to transcript.
7. Escalate blockers	Operator of card	If blocker: add 🔴, move card → Blocked / Escalate, trigger SOP-5.

Done-When: TL;DR posted, action cards created & assigned, blockers labelled — all < 15 min after call end.

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WGLL (What Great Looks Like)

❌ Miss	✅ Meets	⭐ Exceeds
TL;DR >15 min late	TL;DR + cards in ≤15 min	Plus personal reflection note posted; duplicate tasks auto-merged

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ArchitectureSnapshot JSON

{
  "version_id": "2025-05-15-r0",
  "system_level": "Procedure",
  "lifecycle_state": "DraftSOP",
  "target_name": "MS-SOP-1 – Meeting Sync & Action Capture",
  "parent_name": "Meeting Sync & Action Capture",
  "last_updated": "2025-05-15T01:10:00Z",

  "overview": {
    "purpose": "Convert every meeting into actionable Trello cards with TL;DR in ≤15 min.",
    "flow": [
      "Start Meet recording and agenda template",
      "Hold 7-min blockers round-table",
      "Save transcript to Drive",
      "GPT /digest generates TL;DR + task list",
      "Paste TL;DR in manager Telegram thread",
      "Run /actionize to create Trello action cards",
      "Label 🔴 blockers and escalate"
    ],
    "roles": ["Freelancer Operator","Ops Manager","Systems-Ops Lead","GPT Assistant"],
    "kpis": [
      "100% meetings with TL;DR & cards ≤15min",
      "100% blockers labelled"
    ],
    "tools": [
      "Google Meet recording",
      "Drive Transcripts-Inbox",
      "GPT commands /digest /actionize",
      "Trello Meeting Actions list",
      "Telegram #manager thread"
    ],
    "risks": [
      "Missing transcript",
      "GPT hallucination",
      "Duplicate or lost tasks"
    ],
    "controls": [
      "Drive on-create reminder for transcripts",
      "Actionize de-duplication by title",
      "Step-7 blocker escalation SOP-5"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-06_Meeting_Sync_v0.1.md"
  },

  "procedure_core": {
    "procedure_id": "MS-SOP-1",
    "name": "Meeting Sync & Action Capture",
    "purpose": "Fast, reliable conversion of meeting talk into trackable work.",
    "trigger": "Scheduled daily huddle or any ad-hoc call.",
    "inputs": ["Meeting agenda template","Google Meet session"],
    "responsible_role": "Meeting host (operator or manager)",
    "steps": [
      "Open agenda template; start recording",
      "Run 7-min blockers round-table",
      "Save transcript to Drive",
      "Run GPT /digest on transcript",
      "Paste TL;DR to Telegram #manager",
      "Run /actionize to create Trello cards",
      "Label and escalate any 🔴 blockers"
    ],
    "outputs": [
      "TL;DR message",
      "Trello action cards",
      "Escalated blocker cards"
    ],
    "sla": "TL;DR and cards posted within 15 min of call end."
  },

  "children": []
}

— End of MS-SOP-1 v0.1