Streamline your meetings with AI tools and automation

Ever walked out of a meeting feeling more confused than when you went in? We've all been there—discussions get muddled, action items aren't clear, and key points are buried in a flood of conversation.

It's frustrating—and worse—it can lead to missed deadlines, unclear assignments, and the dreaded follow-up meeting just to sort everything out.

But it doesn't have to be that way. With the onset of new AI meeting tools, you can streamline your meeting practices—before, during, and after—so everyone stays on the same page without the need for extra catch-up calls.

And when you combine those AI tools with Zapier, you can prepare for meetings, create transcripts from recordings, take meeting notes, and more—automatically.

Table of contents

• Prep for meetings

• Create transcriptions from recordings

• Upload transcript summaries, notes, and recordings to your files

• Share meeting notes with your team

• Add action items to your project management tools

Prep for meetings  

Prepping for meetings ahead of time can be incredibly time-consuming, especially if you're manually handling tasks like creating meeting agendas or scheduling calls. It's the kind of admin work that all too often falls through the cracks and you end up scrambling at the last minute to pull everything together. 

Fortunately, when you combine automation with AI-powered apps like ChatGPT and Gemini, you can do everything from creating detailed meeting agendas to scheduling calls—automatically. 

For example, you can create meeting agendas in a Google Doc using ChatGPT based on the details in a Google Calendar event. You can even create calendar events (with notes from Gemini) whenever a conversation in Slack calls for it. Whatever your use case, these Zaps can handle the heavy lifting, so you can focus on the meeting itself. 

Create transcriptions from recordings

Need a written record of important client meetings or webinar videos? Whether you want to keep your team accountable for projects or pull important quotes for customer testimonials, having it all on paper can make your job a lot easier. 

But don't waste hours listening to recordings and taking notes. Instead, you can use these Zaps to automatically transcribe recordings after the fact—be that new YouTube videos or Zoom recordings. 

You've now transcribed your audio and video recordings so that you can repurpose them for whatever use case. But if those transcriptions come from hour-long recordings, it can't hurt to also generate a quick summary, so that other folks in your company can get the gist fast—without the need to skim tons of pages. 

These Zaps will automatically take transcriptions and send them to your AI tool and summarize them. Zapier will then send those summaries to whatever tool you choose, making it easy for your team to quickly understand key takeaways without diving into the full transcript. 

Upload transcript summaries, notes, and recordings to your files

When you're constantly jumping from one meeting to the next, manually keeping your meeting notes, transcripts, and recordings organized can quickly become overwhelming. Storing them in a Google Doc or a spreadsheet is a great way to track everything in one place, but as your schedule gets busier, chaos can ensue. 

With these Zaps, you can automatically upload summaries, transcripts, and other key details from your meetings to your work apps the moment they're created in tools like Fathom or Grain. That way, you’ll never have to worry about falling behind on documentation or losing important meeting information. 

Share meeting notes with your team 

Imagine you're in back-to-back calls all day (I know, the horror). When your schedule is slammed, you probably don't have time to extract key details from your meetings and assign action items to your team members in places like Slack or via email. 

Ideally, you'd do that the moment a meeting is over so the rest of your team can kickstart any projects right away. These Zaps trigger anytime new meeting notes or action items are created in your AI meeting apps, automatically sending a Slack message or email to your meeting attendees. 

Add action items to your project management tools 

The days of appointing a team member to be the designated note-taker during meetings are long gone, but that doesn't mean managing meeting outcomes is any easier. 

While AI tools like Fireflies or Fathom can help by capturing detailed meeting notes and extracting next steps, manually adding them to task management tools like Notion or Trello can quickly become overwhelming as your meeting schedule fills up. 

Whether you’re using Asana, Trello, Notion, or Airtable, these Zaps will seamlessly add tasks, cards, or database items from AI-generated meeting notes—keeping your projects on track without the need for manual input.

Streamline the way you manage meetings

While every AI meeting tool is designed to make your life easier, combining them with Zapier can help you fully streamline the entire process. 

You can automate everything from scheduling to note-taking, generating transcriptions, and follow-ups—so you can focus on the conversation without worrying about the details.