Meeting Prep and Follow-Up

The play in six steps

1. 01

   Step 1: Pull the next day's booked meetings

   A daily run reads the calendar so every external meeting gets a brief before anyone asks for one.

   • A scheduled job reads Google Calendar each morning for the next day's meetings.
   • Keep only the meeting types that matter, with at least one external attendee.
   • Find the matching company and deal in HubSpot.
     • Deals are not always associated to a company. Fall back to attendee email, then contact, then deal, and say so in the brief.
   • Process one meeting at a time so one failure does not stop the rest.
2. 02

   Step 2: Research the company, the people and the history

   The brief is only useful if it carries what changed outside and what was already said inside.

   • Exa searches for company news inside an absolute date window, not a relative one.
   • Each attendee: current role, time in seat, recent posts.
   • HubSpot history: deal stage, owner, last emails, open tasks.
   • Past call notes and action items from Fireflies, so nobody asks the same question twice.
3. 03

   Step 3: Write the brief and post it to Slack

   One short brief lands where the person running the meeting already works.

   • Claude writes: who is coming, what changed, what they said last time, what is still open, and a suggested agenda.
   • Post it in Slack, tagging the meeting owner.
   • Save the brief link on the HubSpot deal so the next person finds it.
   • If research comes back thin, say so in the brief instead of padding it.
4. 04

   Step 4: Collect one transcript per meeting

   After the call, the transcript arrives by webhook, and the same meeting often arrives more than once.

   • A Fireflies webhook fires when the transcript is done.
   • Poll until the transcript actually has sentences in it. A just-ended call is often still processing.
   • De-duplicate twice: on the meeting id, and on the client, title and date.
     • Several teammates' recorders in one meeting create several transcripts with different ids. The id check alone lets them all through.
   • Alert when fetches fail, so a dead key does not drop calls silently for weeks.
5. 05

   Step 5: Recap, decisions and action items to the right owner

   The call turns into work assigned to the person who committed to it.

   • Claude extracts decisions, open questions and action items, each with the person who committed to it.
   • Route each action item to that person's task board, falling back to the account owner.
   • Post a short recap to the account's Slack channel.
   • Skip items owned by the other side unless they block your own next step.
6. 06

   Step 6: Update the CRM and draft the follow-up

   The record and the follow-up email are ready before the rep has opened their inbox.

   • Log the summary, decisions and next step on the HubSpot deal.
   • Draft the follow-up email in Gmail: recap, what was agreed, the next date.
   • A human reads and sends it. Nothing goes to the prospect automatically.