ASK IH: How do you record meeting notes and action items? How do you track if they are done?

Mostly internally, sometimes with external companies

Happy to help. Taking your questions in the same order:

• It depends. The Google docs link is already in the meeting invite, and one of us either shares their screen or we're all live editing the google doc in the meeting. Sometimes we have someone who joined only over the phone, so we might send out the link again by replying to all attendees.
• We have a PM who will either follow up over email, create an issue in Github, or something else entirely, to close out the items. This doesn't guarantee that the task will get done, but it keeps everyone informed on what we're blocked on.
• Yes, we did sometimes face delays because of access issues (sometimes people's work email isn't their default google email). Our solution is to enable link sharing (with comments and editing capabilities) on the documents added to meeting invites. Again this is done automatically through a Zapier workflow.
• External party's updates have to be triaged manually, unfortunately.
• No, but we link back to our Github issues in the Trello board.
• We do not integrate regular development tasks with meeting actions -- the meeting actions could result in an issue being created. Those issues are then pushed into a backlog queue for each project. There is then a regular spring planning process that would decide if that task is going into our dev queue or not. Since this happens once a month (3 week sprints, 1 week sprint planning), we triage status updates manually.

Cheers!