How I Automated My Meetings with AI (and You Can Too)

Let’s be honest: meetings are a necessary evil. We have them to keep teams aligned, make decisions, and get stuff done. But let’s face it—after every meeting, we often find ourselves buried in tasks: writing summaries, sending follow-up emails, and chasing down action items. If you’re anything like me, that post-meeting admin can feel like it’s eating up all your time.

So, I decided to do something about it. I automated the whole meeting process using AI. Yep, you heard that right—AI. In this post, I’ll walk you through how I did it, and how you can save hours of your life with just a few clicks.


The Problem: Too Much Post-Meeting Admin

If you’re a Project Manager, Scrum Master, or anyone who runs a lot of meetings, you know the drill. The meeting ends, and then you’re left with:

  • Sorting through meeting notes,
  • Writing summaries (yawn),
  • Sending follow-up emails to everyone (double yawn).

All of this is important, but let’s be real—it’s boring. And it takes a lot of time. Time that could be better spent on the actual work. I was done with it, so I started looking for a way to automate this process.

Using AI to Automate Everything So, here’s what I did to solve the problem (and it’s a lot easier than you might think):


Step 1: Use Make.com to Connect Everything

  • The magic happens with Make.com. Think of it as the glue that holds everything together. Make.com connects different tools and platforms (like Jotform, Google Docs, OpenAI, and Confluence), so they can work together automatically. I’m all about efficiency, and Make.com makes this integration seamless.


Step 2: Capture Meeting Notes with Jotform

  • I use Jotform to capture meeting notes. It’s super easy to set up and completely free. I’ve created a simple form where I can jot down key points, decisions, and action items during the meeting.
  • The beauty of Jotform? It’s fast, no-nonsense, and you can customize it however you want. Plus, it’s all collected in one place, ready to be processed.


Step 3: Feed Notes to OpenAI via Google Docs

  • Once the meeting notes are in Jotform, I move them to Google Docs. Why? Because I can easily edit them and tweak things before they go into OpenAI for summarizing. Google Docs lets me keep everything neat and tidy, and I can format the input for AI however I need.
  • Pro tip: Use Google Docs like a notepad where you can play around with the text before sending it off to OpenAI. It’s all about making your life easier.


Step 4: OpenAI Does Its Thing

  • Now, here’s where the real magic happens. I connect to OpenAI, which processes my meeting notes and turns them into a neat, concise summary. AI models like OpenAI’s GPT-3 are great at understanding text and summarizing it in a way that actually makes sense. So, no more sifting through pages of notes. AI handles it for me!
  • Just a heads-up: OpenAI isn’t free (unlike ChatGPT). To access its models, you’ll need to add some credit to your account. But trust me, it’s worth it for the time it saves you.


Step 5: Organize Data with a Formatting Tool

  • The data OpenAI spits out might not always be in the format I need. So, I use a data configuration tool to clean it up. For example, I prefer having the date in a date-month-year format for clarity. It’s a small step, but it makes everything more professional and easier to read.


Step 6: Automatically Create a Confluence Page

  • Once the meeting summary is ready, Confluence takes care of the rest. It automatically creates a new page titled “Minutes of Meeting” with the summary I just got from OpenAI. Now, everyone has easy access to the meeting minutes in one central place, and there’s no need to send around multiple emails with attachments.


Step 7: Draft and Send the Email

  • Lastly, I use an email module to automatically draft a message with the meeting summary and the link to the Confluence page. All I have to do is hit send, and boom—the email is on its way to all participants. No more copying and pasting or trying to remember what was said in the meeting.


Why Should You Care About This?

Here’s why you should consider automating your meetings with AI:

  • Time-Saving: What used to take me hours now happens automatically with a few clicks.
  • Efficient: AI doesn’t miss any key details—it makes sure your meeting summaries are always accurate and on point.
  • Consistency: Whether you’re capturing meeting notes or sending follow-up emails, AI ensures consistency in how it’s done every time.


In Action: The Result

I’m not just talking about theory here—I’ve actually tested this system. Here’s how it goes:

  1. I input my meeting notes into the system.
  2. OpenAI summarizes them.
  3. Confluence creates a new page with the summary.
  4. The email is drafted, ready to be sent to everyone involved.

I’ve literally saved hours of work every week just by automating this one part of my job. It’s simple, it’s effective, and it’s one less thing to worry about.


Final Thoughts: Automating Meetings = Working Smarter

So, there you have it! Automating your meetings with AI isn’t as complicated as it sounds. With the right tools—like Make.com, Jotform, OpenAI, and Confluence—you can save yourself time, reduce stress, and keep everyone on the same page.

If you’re tired of spending hours writing meeting summaries and follow-up emails, give this automation a try. I promise, it will make your life a whole lot easier.

And if you have any questions or want to know more about how I set this up, don’t hesitate to reach out. Let’s work smarter, not harder!