After every meeting someone has to write the summary, assign tasks, update the CRM and send the follow-up email. It almost never all gets done, and what was agreed fades within a week.
Who it is for
Sales teams, agencies and owners who have several client or internal meetings a week and already record or transcribe them, or are willing to do so with attendees' consent.
The input is the transcript. One prompt produces five things: summary with decisions, tasks, CRM update, follow-up email, and risks with open questions. Anything sent outside the team always goes through approval.
The protocol, step by step
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Get the transcript
Use the transcript from your video call tool or record and transcribe with Whisper. Always say at the start that the meeting is being recorded and ask for consent.
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Output 1: executive summary with decisions
Not a shorter transcript: what was decided, what is pending and why it matters. Ten lines max.
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Output 2: tasks with owner, date and dependency
Each task with a person, a date and what it depends on. If the meeting did not set an owner or date, AI must flag it as pending, not invent it.
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Output 3: CRM update with sales context
Opportunity stage, needs mentioned, objections, budget or timelines if stated, and next step. It gets pasted into the customer record.
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Output 4: follow-up email ready for approval
Draft for the customer with what was agreed and the next steps. A person reviews and sends it; it never goes out on its own.
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Output 5: risks and open questions on a board
What could go wrong and what nobody answered. It goes into a column on the project board to review at the next meeting.
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The prompt that produces the five outputs
Paste the transcript with this prompt. Review the five outputs in two minutes and send each to its place.
Copy and pasteTranscript of a [TYPE: sales / project / internal] meeting with [ATTENDEES]: [PASTE]. Return five blocks: 1. Executive summary (max 10 lines): decisions made and pending. 2. Tasks: task · owner · date · depends on. If owner or date is missing write PENDING. 3. CRM: stage, needs, objections, budget and timelines only if mentioned, next step. 4. Follow-up email for [CUSTOMER], tone [YOUR VOICE], max 8 lines. 5. Risks and open questions. Do not invent anything that is not in the transcript.
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Automate once the prompt is stable
After about ten meetings processed by hand, connect it with n8n: new transcript, AI step with your prompt, tasks to the task manager, note to the CRM (for example Twenty), email draft and risk card. Sending the email stays manual.
Common mistakes
- Recording without telling people. Always ask for consent.
- Accepting dates or owners that AI filled in when nobody actually said them.
- Sending the follow-up email without reviewing it.
- Storing client transcripts in tools without access control.
Who this is NOT for
It does not help meetings with no agenda or decisions: if the meeting decides nothing, no AI will extract useful tasks. Nor for confidential conversations that should not be recorded.
Want it applied to your business?
If you would rather not build it alone, book 30 minutes with me and we will review it with your real case. If you still do not know where to start, the map tells you what to automate first in 5 questions.