Turn a meeting recording into notes, actions and the follow-up email
Turn meeting recordings into structured notes, clear action items, and a ready-to-send follow-up email in minutes.
How it works today.
You sit through back-to-back calls, scribbling fragments in whatever app is handy while trying to stay present. Half your notes are illegible, you missed who volunteered for what, and someone definitely said something important while you were typing.
After each call, you face the dreaded reconstruction phase. You replay parts of the recording if you have one, piece together your scattered notes, and try to remember what Sarah actually committed to. The follow-up email takes forever to write because you're second-guessing what was really decided.
Before you start.
All of it has to be true, or step one fails in a way that is annoying to debug.
- Meeting recording file (MP4, MP3, or similar audio/video format)
- Access to a transcription service or generalist AI that accepts audio files
- Email access to send the follow-up
- List of attendee email addresses
- Any relevant project context or background documents
The steps.
Upload your recording for transcription
Upload the meeting file to your transcription service or AI tool. If using a generalist agent, check it accepts your file format and size. Wait for the full transcript to generate before proceeding.
Extract structured meeting notes
Feed the transcript to your AI agent to create organized notes. The output should separate discussion topics, decisions made, and action items with owners.
Paste thisPlease analyze this meeting transcript and create structured notes with these sections: 1) Key Discussion Points, 2) Decisions Made, 3) Action Items (with owner names), 4) Open Questions/Next Steps. Format as clear bullet points under each heading.
Verify action item ownership
Review the extracted action items against your memory of the call. Check that names are spelled correctly and that commitments match what people actually agreed to. Flag any items where ownership seems unclear.
Generate follow-up email draft
Ask your agent to write a follow-up email using the structured notes. Specify your usual email tone and include any standard elements like meeting series context or next meeting details.
Paste thisWrite a follow-up email for this meeting using the notes above. Include: brief meeting summary, key decisions, action items with owners and deadlines, and next steps. Use a professional but friendly tone. Start with 'Thanks everyone for a productive discussion on [meeting topic].'
Add missing context and deadlines
Edit the draft to include specific deadlines for action items, relevant links or attachments, and any context that wasn't captured in the recording. Add the next meeting date if applicable.
Review attendee list and permissions
Check that all attendees are included in the email recipient list. Remove anyone who joined briefly or shouldn't receive follow-up details. Verify you have current email addresses for external participants.
Send and file the documentation
Send the follow-up email and save both the structured notes and original recording in your project folder or shared workspace. Tag or categorize for easy retrieval during future meetings.
What you keep.
Automating the typing does not move the accountability. These stay with a person.
- Final review of action item accuracy and ownership before sending
- Decision on which attendees receive the follow-up email
- Adding specific deadlines and priority levels to action items
- Ensuring sensitive or confidential discussion points are handled appropriately
Once it works.
The first run is the demo. These are where the time actually comes back.
Set up automatic transcription when recordings are saved to a specific folder in your cloud storage.
Process all weekly meeting recordings in a single batch session every Friday afternoon.
Create a template follow-up email format that works for your regular meeting series to speed up the drafting step.
Have your assistant handle the upload and initial transcription while you focus on the verification and editing steps.
Run this next.
One workflow is a tip. Chained, they are how a week actually changes shape.
The work this replaces.
These are the O*NET work activities this workflow covers, and the categories of tool that address them.
