Meeting Note Automation Intake (Onboarding)

Meeting Note Automation Intake (Onboarding)

1. 01

   Inventory every recurring client meeting the agency attends before configuring any transcription layer

   List weekly standups, monthly business reviews, and ad hoc creative reviews separately. A 12-client agency typically runs 40 to 60 recurring calls per month, and each one needs a named owner for notes.

2. 02

   Assign a single note custodian per client account rather than letting each attendee capture their own version

   Duplicate summaries from Zoom, Google Meet, and Teams sessions create conflicting action items. One custodian per account keeps the record consistent and makes the retainer review defensible.

3. 03

   Confirm where recordings and transcripts will physically live before the first automated capture runs

   Client data governance questions surface fast when transcripts contain pricing, roadmap, or personnel details. Decide between the client's own tenant, the agency's storage, or a local archive.

4. 04

   Map each meeting type to a fixed output format the client already reads

   A creative review needs decisions and owners; a quarterly business review needs metrics and next steps. Reusing one generic summary template across both wastes the automation.

5. 05

   Set a retention window and a deletion trigger for transcripts that contain client-confidential material

   Ninety days is a common default for working notes, with anything referenced in a deliverable promoted to the project folder. Write the rule down before the first recording, not after a client asks.

6. 06

   Test the capture-to-summary path on two live calls and compare output against a manually written recap

   Run the comparison on a low-stakes internal call first. If the automated summary misses action items or misattributes speakers, fix the configuration before it touches a client-facing review.

7. 07

   Publish the intake rules to the delivery team as a one-page reference

   Include the custodian list, storage location, retention window, and output formats. New team members should be able to run the process without asking which tool the agency standardized on.