In production · Northgate City Health Department
Playbook or write-upMeeting notes to action items for a partner coalition
Result in one line: Action lists reach partners in one day instead of two weeks
A short playbook for turning regional coalition meeting recordings into a reviewed action list that partner organizations receive the next day.
Published April 30, 2026 Verified June 27, 2026
- Skills needed to set it up
- Power user
- Readiness
- Reference only Human review built in
- Data it touches
- Internal, non-public data
- Who sees the output
- Partner organizations
- License
- Creative Commons (CC BY / CC0)
- Cost to stand up
- No new spend
- Portable to other platforms
- Yes — platform-agnostic
- Use case category
- Communications, media & writing
- Reviews it went through
- Privacy review Records retention review Community or advisory review
What do these mean?
- Power user
- Someone comfortable with spreadsheets, forms and low-code tools.
- Reference only
- Documentation and lessons — not something to deploy.
- Human review built in
- A person checks the AI's output before it is used.
- Internal, non-public data
- Non-public operational data without personal identifiers.
- Partner organizations
- Shared with specific partner organizations.
- Creative Commons (CC BY / CC0)
- For documents, prompts, datasets and training material.
- No new spend
- Built with licences, staff and infrastructure the organization already had.
- Yes — platform-agnostic
- Runs on any comparable stack with configuration changes only.
- Communications, media & writing
- Drafting, translating, summarising and publishing.
- Records retention review
- Confirmed how long the outputs must be kept and where.
Problem
We convene a regional preparedness coalition of about 20 partner organizations — shelters, clinics, mutual aid groups, emergency management. Meetings ran monthly and notes went out roughly two weeks later, written by whichever staff member had capacity. By then partners had forgotten what they agreed to, and the same items were carried forward for three or four meetings before anyone acted on them.
What we built
There is no software here to install. This is a written process that uses transcription and drafting features already included in our existing workspace licenses, plus a template and a rule about who approves what.
The meeting is recorded with everyone’s knowledge, using the consent notice linked above, which is read at the top of every call. The transcript is generated automatically. A staff member then asks the assistant for a draft action list in the shape of our template: action, owning organization, due date, and whether it is new or carried forward from a previous list.
How it works
Three rules make this work and all three came from getting it wrong first.
Actions are assigned to organizations, never to named individuals. Partner staff turn over, and an action assigned to a person disappears when that person leaves.
Carried-forward items are matched against the previous list before drafting, so the coalition can see how long something has been open. That column changed behaviour more than anything else we did.
The chair reads and edits the draft before it goes out. Nothing is sent automatically, and the sent version is the chair’s, not the assistant’s.
Results
Action lists now reach partners the day after the meeting rather than two weeks later. Items open for more than two meetings dropped by about half over six months, which we attribute mostly to the carry-forward column being visible to everyone.
The staff time to produce a list fell from around three hours to about 40 minutes, most of which is now the chair’s editing.
Lessons learned
The first drafts read as a summary of the conversation rather than a list of commitments. Asking for the template shape explicitly — and giving the assistant the previous list — is what turned it into something useful.
Say what you are doing with the recording, out loud, at every meeting. Partners were fine with it; they were not fine with finding out later.
How to reuse
Take the template and the three rules and run them with whatever transcription your organization already licenses. The playbook is short by design, and the recording notice is the part we would copy first.
About
- Area of work
- Staff & partner coordination
- Emergency preparedness
- Leadership & administration
- Review status
- Reviewed & approved
How it's built
- How AI is involved
- AI is part of the solution
- Types of AI
- Speech & transcription
- Generative text (LLM)
- AI tools & models
- Microsoft 365 Copilot
- Teams meeting transcription
- Where it runs
- Enterprise AI workspace
Sharing & licensing
- Portability notes
- A prompt set and a review checklist — they work in any enterprise AI workspace that accepts a system prompt.
What it took
- Cost to keep running
- No ongoing cost
- How it was bought
- Existing enterprise licence
- Who it affects
- Partner organizations are named in the notes, so a mis-attributed commitment lands on a small community group harder than on a hospital system. Every draft goes back to the coalition before it is filed, and the standing agenda item asking whether anyone was misquoted has caught three errors in eight months.
Data & access
- No PII/PHI in the shared material
- Yes
- Data sources
- Meeting recordings
- Prior meeting action lists
- Data-governance caveats
- Meeting recordings are deleted after the notes are approved; partner organizations were told in writing that recordings feed an AI drafting step.