--- title: "Meeting Prep and Follow-Up: GTM Play in 6 Steps | Frontal" description: "Meeting Prep and Follow-Up is a six-step outbound and inbound play for calls, your CRM and email, from “Pull the next day’s booked meetings” to “Update the CRM and draft the follow-up”. It uses Google Calendar, HubSpot, Exa, Fireflies, Slack and two more tools." url: https://frontal.so/plays/meeting-prep-and-follow-up updated: 2026-10-19 --- Play 43 Outbound · Inbound # Meeting Prep and Follow-Up Meeting Prep and Follow-Up is a six-step outbound and inbound play for calls, your CRM and email, from “Pull the next day’s booked meetings” to “Update the CRM and draft the follow-up”. It uses Google Calendar, HubSpot, Exa, Fireflies, Slack and two more tools. [Kenny Damian](https://www.linkedin.com/in/kenny-damian-90aba221a/), Co-founder & Head of GTM **Motion** Outbound, Inbound **Channel** Call, CRM, Email **Steps** 6 **Tools** 7 ## The workflow [![Workflow diagram of the Meeting Prep and Follow-Up play in five numbered stages: pull tomorrow’s meetings; research company, people, history; around the call; one meeting, one record; and recap, route, follow up.](https://frontal.so/_astro/meeting-prep-and-follow-up-1280.g3aCFZO0.webp)](https://frontal.so/_astro/meeting-prep-and-follow-up-1280.g3aCFZO0.webp) *[Open the diagram full size](https://frontal.so/_astro/meeting-prep-and-follow-up-1280.g3aCFZO0.webp) (1280 x 1785 px)* **The diagram as text** 1. Pull tomorrow’s meetings - **Booked meetings with an external attendee**. Tools: Google Calendar and HubSpot. 2. Research company, people, history - **Company**: News, Hiring and Funding. Searched inside an absolute date window. Tool: Exa. - **CRM history**: Deal stage, Owner and Last emails. Falls back to attendee email when no deal is linked. Tool: HubSpot. - **Past calls**: Notes and Open items. What they already said, so nobody asks twice. Tool: Fireflies. 3. Around the call - **The brief (day before)**: Who is coming, what changed, what is still open, a suggested agenda. Write: Claude. Post: Slack. Save: Link on the deal. - **The transcript (after)**: Webhook when processing ends. Poll until it has sentences. Fetch: Fireflies. 4. One meeting, one record - **Gate 1: Same meeting id**: A repeat webhook for one transcript is dropped. Dropped: Repeat webhook. - **Gate 2: Same client, title and date**: Several recorders in one call make several transcripts. Dropped: Duplicate recording. 5. Recap, route, follow up - **Recap**: Decisions and open questions, posted to the account channel. Post: Slack. - **Action items**: Each one to the person who committed to it, else the owner. Extract: Claude. - **CRM and follow-up**: Next step on the deal. Email drafted, a human sends it. Log: HubSpot. Draft: Gmail. - **Outcome: Every call prepped the day before, followed up the same day**. Tool: Slack. **Labelled connections:** The call: The brief to The transcript. **The stack:** Google Calendar, HubSpot, Exa, Fireflies, Claude, Slack, Gmail. ## The play in six steps 1. ### 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. ### 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. ### 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. ### 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. ### 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. ### 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. ## Tools used The seven tools this play names. Each links to the other plays that use it. - [Google Calendar](https://frontal.so/plays?tool=Google%20Calendar) - [HubSpot](https://frontal.so/plays?tool=HubSpot) - [Exa](https://frontal.so/plays?tool=Exa) - [Fireflies](https://frontal.so/plays?tool=Fireflies) - [Claude](https://frontal.so/plays?tool=Claude) - [Slack](https://frontal.so/plays?tool=Slack) - [Gmail](https://frontal.so/plays?tool=Gmail) ## Related plays - Play 18 Inbound · Outbound ### [Product Sign-Up Outreach](https://frontal.so/plays/product-sign-up-outreach) 7 steps · Email, LinkedIn - [Clay (opens in a new tab)](https://go.frontal.so/clay) - [lemlist (opens in a new tab)](https://go.frontal.so/lemlist) - [Instantly (opens in a new tab)](https://go.frontal.so/instantly) - Play 42 Outbound · Inbound ### [CRM Hygiene](https://frontal.so/plays/crm-hygiene) 7 steps · CRM - [Clay (opens in a new tab)](https://go.frontal.so/clay) - [Prospeo (opens in a new tab)](https://go.frontal.so/prospeo) - +2 more - Play 17 Inbound · Outbound · ABM ### [HubSpot Account Tiering & Scoring](https://frontal.so/plays/hubspot-account-tiering-scoring) 7 steps · CRM - [Clay (opens in a new tab)](https://go.frontal.so/clay) [All GTM plays](https://frontal.so/plays) ## Have us run this play Tell us what you’re trying to hit this quarter, and we’ll suggest where to start. [Book a call](https://book.frontal.so)