How to Automate Your Post Meeting Workflow with AI

Why automate what happens after meetings?

Agencies have many meetings: sales calls, client calls, team calls, feedback calls and follow ups. A meeting system tracks them all and sets a standard procedure for what happens after each one. Even with excellent documentation, it is hard to get a large team to follow the procedure every time. Automation does it for them.

Meeting notes are easy to lose. People say things in meetings and then forget them, including small promises such as sending a client a video. Closers also tend to skip updating the CRM. The two automations below deal with both problems.

Which tools do you need?

You need four types of tool, and you can swap any of them for an equivalent:

• An automation tool: Zapier or Make. Both are no code tools. Zapier is a bit more beginner friendly, Make has a larger learning curve but can probably do more. Both have free trials, and this build uses Zapier.
• An AI meeting recorder: Fireflies in this build. Other apps do the same job. The key thing to check is that the recorder has an API.
• A database: Airtable in this build. Notion, SmartSuite or Google Sheets also work.
• A communication tool: Slack in this build.

How do you set up Fireflies to join your meetings?

Create an account at Fireflies. On first sign up it links to your Google Calendar. In settings you can set it to auto join all calendar events, all meetings with a web conference link, only meetings you own, or meetings with certain participants. We leave it on all meetings with a web conference link.

The second way is manual. Use the add to live meeting button, name the meeting and paste the Google Meet or Zoom link. It takes a minute or two to join and start recording. The name you give a meeting matters, because the automation will use it to decide which path to follow.

How do you set the trigger and split client calls from sales calls?

In Zapier, set the trigger to Fireflies and choose the new meeting event, which fires when a new transcript is created. To connect your account, copy the API key from the developer settings in Fireflies and enter it with the account email.

Add a path step so one Zap can follow two routes. Each path has a filter on the meeting title. Booking software usually puts the meeting type in the title, so you can use a rule such as only continue if the title contains client, or contains sales. If a meeting is added manually, name it with the right word before it joins. Once your system grows you can have several paths for different meeting types.

Automation 1: what happens after a client meeting

The client path has three jobs. Log the meeting, send the client a summary and create tasks for your team.

1. Log the meeting in Airtable with a create record step. Map the meeting name, date, meeting type (client), attendees, duration and the transcript URL from Fireflies. Airtable formats the raw date for you.
2. Send the summary by email with Gmail. Use the attendees as recipients, add a subject such as meeting summary, then include the transcript URL and a short summary from Fireflies. If you want it to go only to the guest, add a format step that removes the host email. For clients you talk to on Slack, you can send it there instead.
3. Post the action items to your customer success channel in Slack. Fireflies provides action items, a bullet gist and time stamps, so include the action items and the transcript URL. Anyone can open the transcript at the right time stamp days later. Creating a separate task for each item in your task manager is better still.

Automation 2: what happens after a sales call

The sales path starts the same way, with a filter on the word sales in the title. Copy the Airtable step from the first path and change the meeting type to sales call. The Airtable table also has fields for qualified, no show and closed, which the closer fills in after the call.

1. Get feedback with ChatGPT. Send it the overview and meeting gist from Fireflies and ask for sales feedback. A transcript link or PDF cannot be read this way, so use the summaries. An assistant gives better and more consistent results than a plain conversation.
2. Send the team leader a Slack message with the transcript URL, so they can review the recording and the summaries.
3. Send the closer a Slack message with the recap, the transcript URL and the AI feedback. Fireflies includes the host email, so you can tell which closer was on the call.
4. Add a request for the closer to update the CRM, with a link to the right Airtable record, so they can tick whether the lead was qualified, a no show or closed.

How do you take this further?

These two automations are a starting point, not a full meeting system. A more developed version could create a record when a call is first booked and update it when the transcript arrives, create individual tasks, or use Slack apps so closers can update the CRM fields inside Slack.

Whichever tools you use, the structure stays the same: a trigger when the transcript arrives, a filter by meeting type, a database record, a message to the client or team, and a follow up task for the person responsible.