The Autopreneur's Playbook

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Turn Meeting Notes To Perfect Follow Ups

January 26, 2025 / Read on kayodeomotoye.com

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Welcome to The Autopreneur's Playbook. Each week, we will share game-changing playbooks to streamline your workday and supercharge your productivity.

A playbook is a strategic collection of proven workflows that act as your productivity blueprint. Like a detailed recipe book, it guides you through specific tools and processes to solve common challenges efficiently and consistently, turning complex tasks into repeatable, streamlined actions.

Today's playbook will help you turn meeting notes into perfect follow-up emails with Otter.ai​

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Why This Playbook Matters:

Meetings often result in a flood of information, and without proper follow-up, critical action items and decisions get lost. This workflow ensures you capture every detail, organize it into actionable insights, and send professional follow-up emails—all in one seamless process.

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Implementation Guide

Step 1: Choose the Right Tool

• Recommended Tool: Otter.ai
• Why Use This Tool: Otter.ai provides live transcription, highlighting, and automated summaries, making it easy to convert meeting notes into actionable emails.

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Step 2: Set Up Your Workflow

1. Record the Meeting:

• Trigger: Start a meeting on platforms like Zoom, Google Meet, or Microsoft Teams.
• Action: Open Otter.ai and hit the Record button before the meeting begins.
• Best Practices:
  • Notify participants that the meeting is being recorded.
  • Use the Highlight feature during the meeting to tag critical moments.

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2. Summarise Key Points:

• Action: Once the meeting ends, review the transcript in Otter.ai and use the Automated Summary feature to generate a concise overview of the meeting.
• What It Includes:
  • Decisions made
  • Action items
  • Important takeaways

3. Create a Follow-Up Email:

• Action: Export the summary and convert it into a draft email.
• How: Use Otter.ai’s email-sharing feature or copy and paste the summary into your email client. Personalize as needed for clarity and tone.

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Step 3: Test & Optimize

• Run a Test: Record a mock meeting or your next team discussion.
• Review Results: Ensure transcripts are accurate and summaries capture all critical points.
• Adjust Settings: Tweak Otter.ai’s features (like tagging or keywords) for improved results.

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Step 4: Scale & Monitor

• Monitor Weekly: Regularly review how this workflow improves your productivity and email quality.
• Expand Usage: Use the same workflow for client calls, brainstorming sessions, or performance reviews.
• Upgrade Tools: If needed, consider the premium version of Otter.ai for additional features like team collaboration.

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Pro Tips for Success:

• Use the Highlight feature to mark critical moments in real time.
• Keep summaries concise—bullet points work best.
• Save templates for follow-up emails to streamline the process further.

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Your Next Step:

Get Started Today:

• Sign up for Otter.ai: Visit Otter.ai​
• Follow this playbook to turn your next meeting into actionable follow-up emails.

Stay tuned for more playbooks!
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