Meeting Intelligence with AI

Before, During, and After Every Meeting

🔄 Quick Recall: In the previous lesson, you built an AI email system that processes 150 emails in 30 minutes. Now you’ll apply the same AI-first approach to meetings — the other major time commitment in every EA’s day.

Meetings eat time in three phases: preparing for them, attending them, and following up afterward. AI can handle significant portions of all three — and it starts before anyone joins the call.

Phase 1: Pre-Meeting Briefs

A pre-meeting brief gives your executive everything they need in a 2-minute read. AI generates these from calendar data, email history, and your input.

The briefing prompt:

Create a pre-meeting brief for [executive name]:

Meeting: [title]
Date/time: [when]
Attendees: [list names and roles]

Include:
1. Brief bio/context for each external attendee (company, role, recent news)
2. Summary of the last interaction with these contacts (check email thread: [subject line])
3. Key decisions or open items from the previous meeting
4. Suggested talking points based on the meeting agenda
5. Potential questions or topics the attendees might raise
6. Recommended meeting outcome (what should be decided or agreed upon)

What makes a great brief:

One page maximum — executives skim, they don’t read essays
Context about people, not just topics — “Sarah was promoted to VP last month” is more useful than “Sarah will attend”
Clear recommended outcome — “Goal: Get approval on Q2 budget” focuses the meeting

✅ Quick Check: Why include a “recommended meeting outcome” in the brief? Because meetings without a defined outcome drift. When your executive knows the target — approve the budget, align on the timeline, decide between options A and B — they steer the conversation toward that outcome. It’s one of the most impactful things an EA can add to a brief, and it takes 10 seconds to write.

Phase 2: Meeting Transcription and Notes

AI meeting assistants join calls (Zoom, Teams, Google Meet) and handle everything:

Tool	Best For	Key Feature
Otter.ai	General meetings, team syncs	Real-time transcription + AI summary
Fireflies.ai	Sales calls, client meetings	Searchable transcripts + CRM integration
Read.ai	Executive meetings	Meeting effectiveness scoring + engagement metrics
Sembly AI	Action-oriented teams	Automatic task extraction + assignment

Setup takes 5 minutes: Connect the tool to your executive’s calendar, and it automatically joins scheduled meetings, records, transcribes, and generates summaries.

What AI captures that humans miss:

Casual commitments (“I’ll send that report over”)
Exact quotes (useful for board minutes and legal matters)
Who spoke and for how long (meeting dynamics)
Sentiment shifts during difficult conversations

Phase 3: Post-Meeting Workflow

This is where AI creates the most value for EAs. After the meeting ends:

Step 1: AI generates a summary — Key decisions, discussion points, and next steps in 2-3 paragraphs.

Step 2: AI extracts action items — Each commitment assigned to a person with a deadline.

Step 3: You draft follow-up emails — Using AI and the meeting summary:

Using this meeting summary, draft a follow-up email to all attendees:
[paste AI-generated summary]

Include:
1. Thank them for their time
2. List the 3 key decisions made
3. List action items with owners and deadlines
4. Note the next meeting date (if scheduled)

Use [executive name]'s voice: [brief voice guide]

Step 4: Add action items to your project tracker — Copy extracted tasks into Asana, Monday, or your preferred system.

✅ Quick Check: Why send follow-up emails within 2 hours of the meeting? Because memory fades fast. A follow-up sent immediately locks in decisions while they’re fresh in everyone’s mind. It also creates a written record — if someone later says “That’s not what we agreed,” you have the AI transcript and the follow-up email as documentation. Prompt follow-ups also signal professionalism and reliability.

Handling Different Meeting Types

Meeting Type	Pre-Brief Focus	During	Post-Meeting Priority
Board meetings	Detailed attendee context, financial data, decision items	Verbatim transcription for minutes	Formal minutes + resolution documentation
Client calls	Client history, open proposals, relationship status	Key quotes and commitments	Follow-up email + CRM update
Team syncs	Project status, blockers, agenda items	Action items and decisions	Slack summary + task assignments
1-on-1s	Employee context, previous discussion points	Personal commitments and concerns	Private notes for executive only
External presentations	Audience analysis, key messages, Q&A prep	Audience questions and feedback	Thank-you emails + presentation materials

Key Takeaways

AI meeting workflow has three phases: pre-meeting briefs, live transcription, and automated follow-up
Pre-meeting briefs should be one page maximum with attendee context, previous discussions, and a recommended outcome
AI transcription catches casual commitments that human note-takers miss, ensuring nothing falls through the cracks
Follow-up emails within 2 hours lock in decisions and create written documentation
Different meeting types need different AI workflows — board meetings require formal minutes, team syncs need quick Slack summaries

Up Next: You’ll learn to create professional communications and documents with AI — presentations, reports, board materials, and executive summaries that look polished in a fraction of the time.