Smarter Week

How to automate it

How to automate “run kickoff calls and onboarding training sessions”

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
Some setup
to set up

Fix 1 of 2

Process fixBest fix

Record the standard training once and keep live calls for questions

If you teach the same basics on every onboarding call, record them as short videos. Customers watch first and the live session covers their questions and setup.

Typically saves about 35% of the time4 h to set up
  1. 1List the parts of onboarding you repeat word for word.
  2. 2Record each as a 3 to 5 minute video (Loom, Vimeo, Zoom clips, or Synthesia or Guidde for polished versions).
  3. 3Send them before the session with a short checklist.
  4. 4Cut the live session length and focus on their setup and questions.

Tools: Loom · Guidde · Synthesia · Vimeo · Your LMS or help center

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.

Implementation / Onboarding Specialist

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Other common tasks for Implementation / Onboarding Specialists