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AI agent for internal communications managers

Town Hall Commitment Tracker Agent

Every commitment made at a town hall gets an owner, a deadline and a published answer.

CommunicationAutomationPR and communicationsManagement
See how it worksGet access
Town Hall Commitment Tracker Agent: what goes in, what the agent does and what you get

What it does

A leader says 'we will come back to you on that' at the town hall, and a quarter later nobody remembers. This agent pulls promises from the transcript after each event, such as answers owed, decisions promised or dates given. It assigns an owner to each, sets a deadline, and tracks whether the answer was published in the agreed place. It chases owners with reminders and rechecks the intranet or email archive to see if the answer appeared. You approve each answer before it is published. Edge case: a vague line like 'we will look into it' is marked as an open question with no date and sent to you to confirm if it counts as a commitment.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueApprovedNo 1 STARTS WHEN Town hall finishes 2 USES A TOOL Read the transcript and find promises 3 DOES Classify each as answer, decision or date and set adeadline 4 DOES Assign an owner from the directory 5 YOU APPROVE Comms manager approves the list and owners 6 USES A TOOL Send tracking reminders to owners 7 DOES Check the intranet and email archive for publishedanswers 8 CHECKS THE RESULT Has each commitment been answered by its deadline? If not: Send a reminder and escalate to the leader afterthe second miss. Back to step 6. 9 DOES Draft the public answer for review 10 YOU APPROVE Comms manager approves each published answer 11 RESULT Commitment tracker
Read the steps as a list
  1. Town hall finishes
  2. Read the transcript and find promises
  3. Classify each as answer, decision or date and set a deadline
  4. Assign an owner from the directory
  5. Comms manager approves the list and ownersThe agent waits here for your OK.
  6. Send tracking reminders to owners
  7. Check the intranet and email archive for published answers
  8. Has each commitment been answered by its deadline?If not: Send a reminder and escalate to the leader after the second miss. Back to step 6.
  9. Draft the public answer for review
  10. Comms manager approves each published answerThe agent waits here for your OK.
  11. Commitment tracker

How it decides

A statement counts as a commitment when it names an answer, decision or date owed, and the agent gives it an owner based on topic and role.

  • Count a statement as a commitment if it promises an answer, decision or date
  • Default deadline of 14 days
  • Escalate after 2 missed reminders
  • Mark vague statements for confirmation

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Default deadline (default 14 days)
  • Reminder schedule
  • Where answers are published
  • Escalation contact

What keeps you in control

It always asks you first

  • Comms manager approves the list and owners
  • Comms manager approves each published answer

Hard limits

  • Never publish or send messages itself
  • Never assign commitments to a leader without approval

It stops when

  • Done: all commitments answered or withdrawn
  • Stop: transcript quality too poor to read

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFrom a 60 minute town hall, the agent found 9 commitments. One, from the CEO, was 'we will publish the parking policy by month end'. It assigned Facilities, deadline Oct 31. On Oct 28 no answer was found, so it reminded the owner and later escalated. The manager approved the published policy on Nov 2.

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