Welcome to Operations Mastery - the 3-minute email that teaches you how to scale your business, increase your profit margins, and save time by optimizing your internal operations.
Brought to you by Ed Axe, Founder & CEO of Axe Automation.
Tired of wasting time on manual meeting follow-ups?
Here’s how we helped 60+ businesses save $1m+ in labor costs:
(If you prefer video to text click here)
1️⃣ Use AI note-taking tools
Platforms like Otter or Fireflies automatically transcribe, summarize, and extract action items from your calls.
Let’s dive deeper into how these tools work:
• Automatic Transcription:
As soon as your meeting starts, the AI begins transcribing everything said. This means you can focus on the conversation instead of frantically typing notes.
• Smart Summaries:
After the call, the AI creates a concise summary highlighting key points discussed. No more sifting through pages of notes to find important details.
• Action Item Extraction:
The AI identifies and lists action items mentioned during the call. It even assigns them to specific team members when possible.
Example: In a recent client call, our AI tool extracted the following action items:
- Sarah to send updated pricing sheet by Friday
- John to schedule follow-up demo next week
- Client to provide access to their analytics dashboard
This feature alone saves our team hours of manual note-reviewing and task-creation time.
2️⃣ Integrate with your tech stack
Connect your note-taking tool with your CRM and project management system using Zapier or Make.
Here’s how this integration works in practice:
• Automatic CRM Updates:
When a call ends, the AI tool sends the summary and action items directly to your CRM. This keeps all client interactions in one place, accessible to your entire team.
• Task Creation in Project Management Tools:
Action items are automatically converted into tasks in your project management system (like Asana or Trello). This ensures nothing falls through the cracks.
Example workflow:
1. Call ends in Zoom
2. Otter.ai creates transcript and summary
3. Zapier sends summary to Salesforce CRM
4. Zapier creates tasks in Asana based on action items
This automation saves our team about 15 minutes per call - which adds up quickly when you’re having multiple calls per day!
3️⃣ Automate follow-ups
Set up automatic reminders and task creation based on meeting notes and action items.
Here’s how we’ve implemented this:
• Scheduled Reminders:
Our system automatically sends reminders to team members about their action items, ensuring timely follow-through.
• Client Follow-ups:
We’ve set up automated (but personalized) follow-up emails to clients, summarizing the call and next steps. This keeps the conversation going and shows clients we’re on top of things.
Example automated follow-up email:
“Hi [Client Name],
Thanks for our call today about [Topic]. As discussed, here are the next steps:
- [Action Item 1]
- [Action Item 2]
- [Action Item 3]
I’ll be in touch about [specific follow-up point]. In the meantime, please let me know if you have any questions.
Best,
[Your Name]”
4️⃣ Leverage AI for sales proposals
Use call transcripts to generate first drafts of sales proposals, saving hours of manual work.
Here’s our process:
- Feed the call transcript into an AI writing tool (like GPT-3)
- Prompt the AI to create a proposal outline based on the call discussion
- Review and refine the AI-generated draft
- Customize the proposal with specific details and pricing
This process cuts our proposal creation time by 50%, allowing us to respond to potential clients faster and close deals quicker.
5️⃣ Analyze and optimize
Track meeting KPIs and use AI to analyze call transcripts for continuous improvement.
Some KPIs we track:
• Number of meetings per week
• Average meeting duration
• Talk-time ratio (how much we talk vs. the client)
• Close rate for sales calls
We also use AI to analyze our call transcripts and provide insights like:
• Common objections raised by clients
• Questions we frequently struggle to answer
• Most effective phrases or explanations that lead to positive outcomes
This data helps us continuously refine our sales process and improve our team’s performance.
This system doesn’t just save time - it supercharges your entire sales process.
Imagine closing more deals while working less.
That’s the power of automating your meeting workflow.
Want to save 100+ hours per month and increase profit margins by 20%?
Check out the video below to see how it all comes together:
Here are some other articles you might find useful:
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One more thing - We have helped 60+ businesses save $1m+ in labor costs & over 50,000 hours using Automation & AI.
If you’re looking to:
- Save 100+ hours per month
- Increase profit margins by 20%
- Remove yourself from daily operations
Book your 30-minute consultation here to learn more about how we can help: https://www.axeautomation.co/
See you next week!
Best,
Ed Axe