Meeting Task Tracker (Otter to Asana Pipeline)

One-Line Summary: Automated pipeline that extracts meeting transcripts from Otter.ai, generates anonymized summaries with action items, creates structured Asana task hierarchies, and drafts manager notification emails. turning weekly meetings into trackable work.

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Problem Statement

The client holds weekly Friday marketing/development team meetings covering 15-20 active workstreams (Salesforce rollout, carrier registrations, client portal, data migration, legal team launch, AI tooling, and more). These meetings produce dense discussions with dozens of action items, decisions, and status updates.

Before this system existed, action items were captured informally and often lost between meetings. There was no systematic way to:

• Extract structured tasks from meeting conversations
• Track which items carried over week to week
• Notify the PM team with a single link to all action items
• Maintain a historical record of decisions and status changes across meetings
• Ensure anonymity in shared summaries (no speaker names or numbers)

The result was missed deadlines, duplicated discussions, and accountability gaps.

Solution

Built an end-to-end pipeline that processes each weekly meeting through five stages:

1. Transcript Extraction. Meetings are recorded in Otter.ai. Transcripts are pulled either via the Otter MCP integration (direct API access from an AI coding agent) or manual PDF export. Each meeting gets a dated folder.

2. Anonymized Summary Generation. A structured meeting_summary.md is produced with discussion topics, decisions, and an action items table. Per strict rules: no real names, no speaker numbers, and specific internal terminology corrections were enforced automatically.

3. Asana Task Creation. A parent task is created in the Weekly Meetings section of the the client's Asana project, with subtasks for each assignable action item. Tasks are tagged with the relevant Friday date.

4. Manager Email Draft. A manager_email.md is generated with a concise meeting recap and a single Asana parent task link (not individual subtask links) for the PM team.

5. Master Task Tracker Maintenance. A cumulative task_tracker.md (24KB+) tracks all action items across meetings, with status updates and carryover tracking. A separate cross_meeting_task_analysis.md provides multi-meeting trend analysis across 20 workstreams.

Tech Stack

Key Features

• Otter.ai MCP Integration. Four capabilities exposed to the AI agent: full-text search across transcripts with date filters, listing of recent meetings, retrieval of a full transcript with speaker labels, and account-info lookup. Supports natural date filters like "today", "last week", specific dates, and date ranges.
• Anonymized Summaries. Strict rules ensure no real names or speaker numbers appear in any output. Custom terminology corrections are enforced automatically.
• Structured Asana Hierarchies. Parent tasks contain the meeting overview; subtasks represent individual action items assignable to team members. Weekly Friday date tags enable filtering.
• Single-Link Manager Emails. Draft emails include one Asana link to the parent task, keeping communication clean. Managers can drill into subtasks from there.
• Cross-Meeting Task Analysis. Tracks 20 workstreams across all processed meetings, identifying carryover items, blocked work, and priority shifts. Categories include high priority (blocking other work), medium (active development), and lower (monitoring/pending decisions).
• Cumulative Master Tracker. A running tracker grows each week with new items and status updates, providing a searchable history of all meeting outputs.
• Standardized Process. A canonical workflow document captures folder structure, rules, and Asana configuration details, ensuring consistency regardless of who runs the pipeline.

Impact / Metrics

• 4 meetings processed (4/10/26, 4/17/26, 5/1/26, 5/8/26), covering weekly Friday marketing/development team meetings
• 20 workstreams tracked in the cross-meeting analysis, from Salesforce legal launch to AI caller deployment
• 24KB+ master tracker documenting all action items, decisions, and status changes
• Zero missed handoffs since adoption. every discussion point is captured, tracked, and assigned
• Eliminated manual note-taking during meetings. Otter handles recording, the pipeline handles extraction
• PM team notification reduced to a single email with one Asana link per meeting

Status

Active / In Production. Pipeline runs weekly after each Friday meeting. Otter MCP integration operational since 5/20/26, replacing manual PDF transcript exports. The system continues to accumulate meeting history and cross-meeting intelligence.