Smarter Week

How to automate it

How to automate “take notes and send recaps after meetings”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today.

20 min
typically, a few times a week
80%
of the time can be automated
Easy
to set up

Fix 1 of 1

AI

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Department head / DirectorPeople manager / Team leadChief of StaffAccount ExecutiveAccount ManagerSales ManagerMarketing Manager / GeneralistBrand / Graphic DesignPR / CommunicationsSupport Team Lead / ManagerCustomer Success ManagerImplementation / Onboarding SpecialistOperations managerProject managerProgram manager / PMOBusiness analystOperations coordinatorController / accounting managerFP&A analystCFO / finance managerRecruiterHR business partnerLearning & development specialistExecutive assistantAdministrative assistantIn-house counselSoftware engineerProduct managerUX / UI designerUX researcherAgency Account / Client ManagerAgency Project ManagerConsultantAttorney / Lawyer (firm)Practice / clinic managerPlant / operations managerDistrict / area managerSchool administratorProgram manager / coordinatorSocial worker / case manager

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Answers are anonymous. Leaders only see team totals.

Other common tasks for Department heads / Directors