Example: Meeting Debrief + Subtext

Full example of what Meeting Intelligence produces: an anonymized 90-minute onboarding session transformed into Meeting Debrief (shareable) + Personal Subtext (private). This page shows what Meeting Intelligence actually produces—two outputs: the Meeting Debrief (shareable with team) and the Personal Subtext (private self-improvement notes).

Meeting Debrief (Shareable)

Meta Data:

type: meeting
title: Platform Onboarding - New Team Member
start: 2025-11-17T10:00:00+01:00
duration: 90min
format: Team
area: Customs

Platform Onboarding - New Team Member

Date: 2025-11-17 | Duration: ~90min

Context

First introduction meeting with new team member. Goal: System walkthrough and explore contribution areas. New member brings 20+ years domain expertise, operator perspective (not developer).

System Overview

Core workflow demonstrated:

1. Order Processing: Articles from clients
2. Export Preparation: Grouping shipments, applying rules
3. Transit Management: Cross-border documentation
4. Import Declarations: Processing and registration
5. Returns: Matching returned items to original exports

Data Rules Engine

Powerful customization layer demonstrated:

• Rules triggered at process stages
• Lookup tables for configurations
• Customer-specific logic embedded

UI/UX Challenges Identified

New team member immediately spotted usability issues:

• Scroll bar hidden when space available
• Abbreviations unexplained (no tooltips)
• Mixed German/English field names
• Color-coded warnings without alternative indicators

Decisions

• Decision 1: New team member joins project

  • Reasoning: Domain expertise + user perspective fills team gap

• Decision 2: Gradual onboarding (self-driven pace)

  • Reasoning: “Start, tell me when you need more—I’ll ask when stuck”

• Decision 3: Attend customer defect calls

  • Reasoning: Direct customer insight, understand pain points

Action Items

• Give access to test system — Due: This week
• Try creating test data in sandbox — Due: Next week
• Invite to customer calls — Due: This week
• Share AI workflow examples — Due: This week

Meeting Effectiveness Review

Format Assessment:

• Scheduled: Onboarding (90 min)
• Actual: Onboarding + role scoping + UI review
• Verdict: ✅ Format appropriate for content

Observations:

• Good mix of demo and discussion
• New member engaged, asked questions
• Natural role definition emerged

Note: Consider follow-up for deeper UI/UX review session.

Personal Subtext (Private)

Meta Data:

type: subtext
parent: platform-onboarding

Subtext: Platform Onboarding

For my eyes only.

Manöverkritik

• ✅ Good: Let new member explore, didn’t over-explain
• ⚠️ Watch: Talked a lot in first 30 min—could have asked more questions earlier
• ✅ Good: Picked up on UI feedback, didn’t get defensive
• 💡 Next time: Start with “what do you see?” before explaining

Pattern Check

🔥 Firefighter Mode: Not triggered

• Didn’t solve problems myself—introduced system, let questions come

📥 Desk-Vortex: Minor flag

• UI feedback = valuable, but shouldn’t become my responsibility
• Owner should be: Product team / UX designer
• Action: Route findings to proper owner, don’t absorb

⚡ Speed Mismatch: Mild

• First 20 min may have been too fast
• New member caught up, but watch for this pattern

Strategic Notes

New member profile:

• Strong domain knowledge (20+ years)
• Operator mindset (not developer)
• Proactive learner (“I’ll ask when stuck”)
• Communication skills (mental coach training)

This fills a gap:

• Team has developers, lacks business analysis
• I’ve been doing BA work myself → not sustainable
• New member can take this burden

Watch:

• Integration with existing team dynamics
• Clarity on role boundaries (BA vs PO discussion)

For Follow-Up

• Check in after first week—too much/too little?
• Observe: Does new member ask questions freely?
• Route UI findings to product team (don’t absorb)
• Consider: Is BA role formally needed?

Key Differences

How to Use This

1. Meeting Debrief: Share with team, store in shared system
2. Subtext: Keep local, delete after learnings internalized
3. Never mix: Keep files separate, never reference subtext in official debrief

Sources

• Anonymized real meeting: Names and specifics changed
• Pattern framework: Firefighter Mode, Desk-Vortex from leadership patterns