Smarter Week

How to automate it

How to automate “run client calls and status meetings”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

60 min
typically, a few times a week
30%
of the time can be automated
Easy
to set up

Fix 1 of 2

Process fixBest fix

Replace some status calls with a written update and keep calls for decisions

Many weekly client calls repeat what a short written update could say. Sending the update first lets you shorten or skip the call.

Typically saves about 30% of the time20 min to set up
  1. 1Send a short written update before each regular call: done, next, needs from client.
  2. 2Offer to make the call 25 minutes or every other week.
  3. 3Use the call only for decisions and open questions.
  4. 4Let an AI notetaker send the recap.

Tools: Email, Slack Connect or Teams · AI notetaker

Fix 2 of 2

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

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.

Agency Account / Client ManagerAgency Project ManagerConsultant

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Other common tasks for Agency Account / Client Managers