Case 02·Meeting notes
The note is written before anyone opens a doc.
Every meeting you hold becomes a polished note in your voice, saved to your Drive in 15 minutes or less. Nothing reaches a client without you.
For this client, every session ended with the same job: turn an hour of conversation into a structured, personal follow-up note. Across a full roster, that writing was eating the principal's week. Now a script watches for new recordings, and Claude drafts the note in the principal's voice, in a fixed structure, from the transcript and that client's private context. It lands as a draft, plus a polished file in the right Drive folder. The principal reviews it and sends it.
The problem
Follow-up notes are where client work either compounds or fades. Writing them well takes real time after every single session, and they have to sound like the person who led the session, not like software.
How it works
Six automated steps and one human decision. The system does the listening, matching and writing; a person decides what the client receives.
- 01 Detect Step
- 02 Match Step
- 03 Gather context Step
- 04 Draft in voice Agent
- 05 File Step
- 06 Draft to inbox Step
- 07 Review and send Human
Tap any stage to see what it does.
Press run to watch it move through every stage. When it reaches the human step, it waits for you.
The tradeoff
Speed is a setting. This client's system checks every 30 minutes and they chose about an hour from session end to draft, which keeps it light. Teams that need notes sooner can have reviewable drafts in 15 minutes or less, counted from when the recorder has the recording ready.
Where a person stays in charge
The note is a draft addressed to the principal, never a message to the client. They read it, change anything that doesn't sound like them, and send it themselves.
Results
of sessions with a known client get a note, however many you hold
or less from recording to a draft, when you want it that fast
to approve and send. Nothing goes out automatically
It scales with your calendar: ten meetings a week or a hundred, every one gets documented.
Want this running on your business?
Live in 10 business days, shaped around your team.
Before and after
Sample runCLIENT: Honestly, Fridays are the worst. Everything waits for me. COACH: What's waiting, exactly? CLIENT: Approvals. Small ones. My ops lead could make most of them...
Key insight: you're the bottleneck on approvals, not on ideas. Practice for the next three weeks: write down three decisions your ops lead owns, starting Monday.
Where else it fits
- Sales calls, with the follow up drafted before the prospect cools down
- Client sessions and consultations, so every client leaves with a written plan
- Manager and employee 1:1s and performance reviews
- Intake and discovery calls turned into a ready-to-use brief
- Board, investor and team meetings with decisions and owners captured
- Onboarding check ins that never get forgotten
Questions
Which meeting tools does it work with?
Zoom, Google Meet, Microsoft Teams, Fathom or any recorder that gives access to transcripts. This build uses one recorder's API; the same pattern plugs into yours.
Can it write in more than one person's voice?
Yes. Voice and structure live in a prompt and in context documents, so each person who owns notes can have their own.
Is my client data safe?
Transcripts and notes stay in your own accounts. Every note is a draft for you to review, and nothing is sent without your approval.
Works with your tools
Shown here on
- Google Apps Script
- Claude (Anthropic API)
- Google Docs and Drive
- Gmail
Swaps in for what you already use: Microsoft 365, HubSpot, Salesforce, Pipedrive, Notion, Airtable, Slack or Teams, Zapier or Make.
Download the one-page summary (PDF)