01 the business
Commercial real estate agency
50 staff, many client calls a day
Someone on every call is half listening because they are also typing notes. Follow-up emails go out late or not at all, and what the client asked for gets lost between the call and the CRM.
02 before
The problem
Someone on every call is half listening because they are also typing notes. Follow-up emails go out late or not at all, and what the client actually asked for gets lost between the call and the CRM.
- Notes are partial and inconsistent.
- Follow-ups are late.
- The CRM misses what clients actually asked for.
03 the build
What the AI does
- Step 1: Joins scheduled Zoom, Microsoft Teams or Google Meet calls from your calendar and announces itself so everyone knows the call is recorded.
- Step 2: Writes a structured summary of who attended, what was discussed, the questions raised and the next steps.
- Step 3: Drafts a follow-up email to attendees in your tone, listing the agreed next steps and any documents promised.
- Step 4: Saves the notes against the right contact or deal in HubSpot, Salesforce or Pipedrive, or in the matching client folder.
- Step 5: Lets anyone search past meetings by client or topic and ask what was agreed.
paused: waiting for a person to approve
How it was put together
- Joined scheduled calls from the calendar and announced itself.
- Wrote structured summaries of attendees, topics, questions and next steps.
- Drafted follow-up emails listing agreed next steps and promised documents.
- Saved notes to the right CRM contact or deal and made past meetings searchable.
04 human in the loop
Where a person stays in charge
The meeting host reads and edits the follow-up email before it is sent, so nothing leaves the company without that click. You decide which meeting types it may join, and it stays out of any call where a participant objects to recording.
- The host approves every follow-up email before sending.
- You choose which meeting types it may join.
- It leaves any call where a participant objects to recording.
05 rollout
From kickoff to live in 3 weeks
- Week 1Agree meeting types, consent wording and note format.
- Week 2Pilot with five agents.
- Week 3Roll out to the team.
06 after
What changes
People pay attention in meetings instead of typing. Clients get a clear follow-up the same day, and the CRM holds a real record of every conversation.
Assume 50 people with 10 client calls a week, and 12 minutes of note-writing and follow-up per call, falling to 3 minutes.
50 × 10 × 9 minutes = 4,500 minutes, or 75 hours a week of admin saved.
What to measure
- Follow-ups sent within a day.
- Meetings with notes in the CRM.
- Time spent writing notes.
- Client complaints about missed requests.
07 evidence
What the research says
62% of people said they spend too much time searching for information, 68% lack enough uninterrupted focus time, and 55% said next steps at the end of meetings are unclear.
Microsoft, 2023 Work Trend Index: Will AI fix work? (opens in a new tab) · 2023
In a study of 453 professionals doing writing tasks from their own jobs, access to ChatGPT cut the time taken by 40% and raised quality, as rated by evaluators, by 18%.
08 lessons
Mistakes to avoid
- Recording without consent.
- Auto-sending follow-ups.
- Filing notes in the wrong place. Match calls to records carefully.
09 questions
Common questions
- Which meeting tools are supported?
- Zoom, Microsoft Teams and Google Meet.
- Why not just use the built-in transcript?
- Built-in transcripts help, but this adds structured notes, drafted follow-ups and CRM filing in your format.