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Management Meeting Automation

Automated workflow for scheduling, preparation, and distribution of management meeting invitations and reminders.

1. Overview

The following processes are streamlined via the management meeting workflow:

  1. Automatic Scheduling: Generation of calendar events based on predefined schedules.
  2. Agenda Preparation: Compilation of agenda items from multiple sources.
  3. Invitation Distribution: Delivery of calendar invites to participants.
  4. Reminder System: Automated notifications prior to meeting start.
  5. Follow-up Actions: Post-meeting task distribution.

2. Workflow Logic

graph TB
    A[Schedule Trigger] --> B[Conflict Check]
    B --> C[Calendar Event Creation]
    C --> D[Agenda Compilation]
    D --> E[Email Generation]
    E --> F[Participant Notification]
    F --> G[Scheduled Reminders]

3. Meeting Specifications

Weekly Standup

  • Frequency: Every Monday at 09:00 WIB.
  • Duration: 2 hours.
  • Participants: Core team members.
  • Agenda Source: Project management tool.

Monthly Review

  • Frequency: First Friday of each month at 14:00 WIB.
  • Duration: 2 hours.
  • Participants: Department heads.
  • Agenda Source: Compiled monthly reports.

4. Components and Integration

Calendar Management

  • Providers: Google Calendar / Microsoft 365.
  • Functionality: Automatic conflict detection and room reservation integration.

Agenda Compilation

Data is aggregated from the following sources:

  • Notion: Real-time project updates.
  • GitHub: Monthly development milestones.
  • n8n Reports: Weekly financial summaries.

5. Implementation Details

Triggers (Cron)

// Weekly: Monday at 09:00
cron: '0 9 * * 1'

// Monthly: First Friday at 13:00
cron: '0 13 1-7 * 5'

Notification Strategy

  • Primary: Email with .ics calendar attachment.
  • Secondary: Discord DM for reminders (24h, 1h, and 15m before start).
  • Critical: SMS fallback for quarterly planning.

6. Post-Meeting Automation

The following actions are executed upon meeting conclusion:

  1. Dispatch of meeting summary to all participants.
  2. Creation of action items in the project management tool.
  3. Update of relevant system documentation.