AI-Powered Zoom Meeting Assistant

1. The Problem: Why This Matters

Meetings are essential for collaboration, but capturing key insights, action items, and follow-ups can be challenging. Manually reviewing meeting recordings, taking notes, and assigning tasks is time-consuming and inefficient. Important decisions and follow-ups can be forgotten or lost in long transcripts. Businesses need a structured way to summarise meetings, track key points, and automate follow-ups.

Whilst platforms today like Zoom have great transcribers, you can take advantage of also using AI to automate the proceeding tasks too.

2. The Solution: How It Works

This workflow automates meeting summaries and follow-ups by:

• Retrieving Zoom meeting data from the last 24 hours.
• Extracting and processing meeting transcripts to capture key points.
• Generating an AI-powered meeting summary.
• Formatting the summary into an easy-to-read HTML email.
• Sending the summary via email to meeting participants.
• Creating tasks and scheduling follow-up calls in ClickUp, Outlook, or other platforms.

3. Key Benefits

• Automates meeting summarisation, reducing manual note-taking.
• Ensures action items and follow-ups are tracked.
• Saves time by delivering structured summaries directly to participants.
• Improves collaboration by integrating with project management tools.
• Customisable to work with various email, calendar, and task management systems.

4. Workflow in Action

1. A manual or scheduled trigger initiates the workflow.
2. Zoom API retrieves recent meeting data.
3. The workflow filters meetings from the last 24 hours.
4. Zoom transcripts are extracted and processed.
5. OpenAI generates a structured meeting summary.
6. The summary is formatted into HTML for email delivery.
7. AI analyses the meeting for tasks and follow-ups.
8. Tasks are created in ClickUp, Outlook, or other project management tools.
9. Follow-up calls are scheduled if needed.

5. Example Use Case: Real-World Scenario

A project manager runs weekly team meetings to track progress and assign tasks. Instead of manually reviewing recordings and taking notes, they use this workflow to:

• Automatically summarise key discussion points and action items.
• Send a structured summary to all participants via email.
• Create ClickUp tasks based on discussed follow-ups.
• Schedule necessary follow-up meetings in Outlook.

With this automation, the team stays aligned, and action items are never missed, improving efficiency and accountability.

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