How to automate meeting notes so the tasks reach your project board
Every call yields a summary, task owners, due dates, and a client recap. Nothing moves until the person who ran the meeting says yes.
Free, about four minutes, and read by Raquel herself.
Where do the action items go missing?
Everyone leaves the call agreeing on next steps. A week later, nobody can say who owned which one. Picture a 20-person architecture firm. Client meetings, consultant coordination calls, and internal design reviews all run on Zoom. Someone takes notes, or a transcript lands in a folder no one opens.
The action items are supposed to end up in Asana: send the revised elevations, confirm the structural engineer's comments, chase the client on finish selections. Plenty of them never do. Two weeks later someone asks who owned the window schedule, and the room goes quiet.
An automation here would pick up each Zoom transcript and draft a short summary. It would propose every action item as an Asana task with an owner, a due date, and the right project. The project architect reviews the list, fixes what's off, and approves. Only then do the tasks post. The client recap moves to the outbox as a draft.
Why is it a range?
One meeting type feeding one Asana project, with internal summaries only, sits at the low end. Several meeting types and tasks routed across many projects push it higher. So do recaps sent to clients and outside consultants, and a rollout to multiple studios. You get a fixed number once the meeting inventory is done.
How does the build run?
- 01Inventory the meetings
- 02Set the baseline and the review rule
- 03Spec the summary and task format
- 04Pilot with one team
- 05Roll out, then review at 30 days
All ten steps, in detail
- Every recurring meeting type listed, with who attends and where its notes end up today.
- A sample of recent meetings checked to count how many action items actually reached Asana. That count is the baseline.
- Meeting types chosen for automation, starting with the ones that generate the most follow-up.
- Your recording and consent practice confirmed. Rules differ by state and by client, and the firm sets the practice.
- A spec for the summary format, task fields, owner assignment, due-date rules, and the approval step.
- Construction of the automation by a contracted technical delivery partner, working from the spec Raquel writes and reviews.
- A two-week pilot on live meetings with one project team.
- Prompts and routing adjusted based on what the pilot surfaced.
- Rollout to the remaining teams with a one-page guide.
- A 30-day review comparing captured action items with the baseline.
What do you walk away with?
- Meeting inventory
- Baseline count of action items that reached Asana before the build
- Summary and task templates for each meeting type in scope
- Working Zoom to Asana automation with an approval step
- Client and consultant recaps drafted and held for review
- Weekly digest of open items per project
- Pilot notes and the changes made from them
- One-page team guide
- 30-day review
What you get, what this is not, and what you need to bring
What you get
- Raquel as your contact from the inventory through the 30-day review
- No task posts and no recap leaves until a person approves it
- Templates your team can edit as meeting formats change
What this is not
- Not a notetaker subscription resold to you
- No automatic sending to clients; recaps stay drafts until someone hits send
- Not a rebuild of your project management setup; your Asana structure stays as it is
- No guaranteed hours saved or project margin
What you need to bring
- A decision owner for the project
- Admin access to Zoom and Asana
- One project lead willing to pilot with their team for two weeks
- Your recording consent practice, or a decision on one
Five questions that set the price
- How many meeting types are in scope: client, consultant, internal, or all three?
- How many Asana projects or templates do tasks need to land in?
- Do recaps go to clients or outside consultants, or stay internal?
- How should owners be assigned: by role, by project, or by whoever is named in the meeting?
- How many teams roll out after the pilot?
Price
- What moves it
- Meeting types, task destinations, external recaps, assignment rules, number of teams
- Payment
- 50% at kickoff, 50% at delivery
What if it isn't worth it?
Your fixed number comes after the meeting inventory, before the build. One team pilots it for two weeks before anyone else rolls out.
Founding clients: this offer is on the founding cohort list, at 25% off launch pricing for three firms. Applications close November 14, 2026. See the terms
Once it's live: optional monitoring and optimization runs $400 to $1,200 a month.
Questions people ask before booking
Zoom already writes AI summaries. Why pay for this?
A summary is only the first half. Zoom's built-in summary lands in an inbox. Someone still has to create each task in Asana with the right project, owner, and date. This work connects the two, with an approval step in between.
Does everyone have to agree to be recorded?
Consent rules vary by state, and some clients have their own preferences. Raquel builds to whatever practice your firm sets and doesn't give legal advice on it. Meetings that aren't recorded can still run through the same flow from typed notes.
What if a task gets assigned to the wrong person?
That's what the approval step is for. Nothing posts until the meeting lead confirms owners and dates. Corrections made during the pilot feed back into the routing rules.
We use Teams and ClickUp, not Zoom and Asana. Does this still work?
The illustration uses Zoom and Asana. The same pattern works with Microsoft Teams, Google Meet, ClickUp, or Monday.com when they allow the access the build needs. Tool fit is confirmed while scoping, before the first payment.
Stop losing action items somewhere between the call and the project board.
Free, about four minutes, and read by Raquel herself.