AI-Automated Client Meetings & Notifications

Use Case

The client faced considerable challenges with their sales team in adhering to the company SOP of sending timely meeting recaps to each customer. This procedure was essential for ensuring that clients received clear, documented summaries of every interaction, reinforcing mutual understanding and providing a reliable reference for project discussions. However, as account managers juggled back-to-back meetings, they found it increasingly difficult to capture key details and deliver accurate recaps on time.

Given limited time between meetings, account managers were required to rewatch recordings, draft recaps, and send emails—tasks that consumed hours daily. This repetitive, time-intensive process led to frequent delays, occasionally resulting in missed follow-ups as workloads grew. The cumulative impact on productivity was substantial, and the effectiveness of client communication suffered as account managers struggled to keep up with demands.

In addition to improving efficiency, the client also wanted to ensure that any solution prioritized security and privacy, as sensitive client information was frequently discussed. To address these concerns, the client sought an automated solution that would streamline the recap generation process, minimize manual effort, and uphold high standards of security, enabling account managers to meet SOP requirements without compromising valuable time or data integrity.

Solution

To address these challenges while maintaining a strong focus on security and privacy, we developed an automated system that integrated seamlessly with the company’s existing tools. This solution streamlined the entire meeting recap process, automatically generating summaries based on key discussion points and next steps. The system reduced the need for account managers to manually review recordings, saving hours each day and allowing them to focus on more strategic tasks.

Privacy was a top priority, so we implemented robust security measures, including data encryption and controlled access, ensuring that sensitive client information remained protected throughout the recap generation and review process. The automation system was designed to handle client data securely, minimizing human intervention while allowing account managers to review and approve the content before sending.

As a result, the company not only streamlined operations and increased productivity by over 30% but also safeguarded client data, aligning the solution with their security and privacy requirements. This has enabled the team to uphold high standards in client communication efficiently and securely.

Tools & Services

Make.com, Encryption, Google Docs, Gmail, Notion, OpenAI & Slack.

Additional Benefits

In addition to boosting productivity, this solution provided an unexpected advantage: it enabled the sales manager to monitor all client meetings through Slack notifications. These notifications offer snapshots of each meeting, including the main discussion points, next steps, and a direct link to the meeting summary. This added visibility has empowered the sales manager to stay informed on client interactions in real time, enhancing oversight and supporting better team alignment.

Conclusion

This case study highlights the effectiveness of automation in transforming client communication workflows while addressing security and privacy concerns. By implementing an automated meeting recap solution, the company was able to streamline its operations, reducing account managers’ manual workloads and increasing productivity by over 30%.

Beyond efficiency gains, the solution prioritized security, with measures such as data encryption and controlled access ensuring that sensitive client information was protected throughout the process. Additionally, the sales manager benefited from real-time visibility into client interactions through Slack notifications, enabling better oversight and team alignment.

Overall, this solution not only fulfilled but exceeded the client’s goals, enhancing productivity, safeguarding client data, and supporting more effective communication. It underscores the value of automation in achieving operational excellence without compromising security or quality in client interactions.