AI Distilled
Playbooks · Automate the repetitive
Automate the repetitiveHuman approves

Send every meeting’s follow-up within the hour

A clear follow-up with decisions, owners and dates goes out within an hour of every meeting, checked by someone who was there.

Setup
20 min
Rung
02
Tool cost
Free
Approval
A person

Before and after

Before

  1. The meeting ends
  2. Notes sit in a notebook
  3. The follow-up waits, or never goes
  4. People remember different versions

After

  1. YouYou paste your notes
  2. AIAI drafts actions, owners and dates
  3. YouYou check names, dates and promises
  4. YouYou send it within the hour

Four steps, 20 minutes

  1. 01Save the follow-up prompt

    5 min

    Keep it somewhere you can reach right after a meeting: a note, a text shortcut or a saved assistant.

    Turn my meeting notes into a follow-up email to [who attended].
Format:
1. One-line summary of the meeting.
2. Decisions made.
3. Actions: what, who owns it, and by when.
4. Open questions.
Use only what’s in my notes. If an action has no owner or date, write [CHECK] instead of choosing one.
Keep it short and friendly, in plain English.

Notes:
[paste your notes]
    Open ChatGPTOpen ClaudeOpen Gemini

  2. 02Take notes it can use

    5 min

    In your next meeting, jot decisions, owners and dates as they happen, even in fragments (“office manager: book the van, Thu”). The follow-up can only be as good as the notes.

  3. 03Draft it right after

    5 min

    Paste the notes while the meeting is fresh. Leave out side comments and anything confidential the follow-up doesn’t need. If a recording tool made the notes, make sure everyone agreed to be recorded.

  4. 04Check it, then send it yourself

    5 min

    Read it as each person on the list would, fix anything you didn’t actually agree on, and send it from your own inbox.

    Human check: Names and owners are right; every date is real and agreed (check the weekday matches); nothing is promised that wasn’t; anything about money or contracts says exactly what was agreed. Clear every [CHECK].

What to measure beyond “time saved”

  • Sent within the hour

    Count them for two weeks. The habit is the win.

  • Actions done on time

    Clear owners and dates should mean more gets done when promised.

  • Corrections after sending

    Replies saying “that’s not what we agreed” mean the notes or the check need work.

  • Actions with no owner

    Count the [CHECK] flags. Lots mean meetings end without clear asks.

Common pitfalls

  • Letting it fill the gaps. If the notes don’t name an owner or a date, it may invent one. Tell it to write [CHECK], then decide yourself.

  • Sending it unread. A follow-up that misstates a decision does more harm than a late one. Read every line.

  • Pasting the whole transcript. Transcripts carry side comments and private details. Paste only what the follow-up needs.

Need help building it?

AI Distilled can build this with you: a working pilot, tested on your real work.

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