My Ultimate AI Meeting Notes Setup in Notion

0:00 There's the task. It's written this email for me. Managing your meeting prep and meeting follow-up is probably one of the biggest areas that requires repetitive busy work. So many of my

0:11 clients and you guys have mentioned to me that this is one of your friction points when it comes to simplifying your workload. Today, I'm going to show you how to use Notion and AI to simplify the

0:22 process into a meeting and out of it, so that by the end of this video, you'll have a meeting note management system in Notion, an automated custom agent that can follow up with your meeting notes

0:34 and assign action items to you and your team members, and even send follow-up emails to external guests. This means if you manage clients, projects, teams, or just regular meetings, your admin can be

0:46 solved by AI while you focus on what's important. This is an old-fashioned build. Let's do it. We're going to build a version of my meetings system in my business OS. And it goes without saying

1:00 that if you don't want to build all of this, I have a complete Agentic Business OS system which does all of this for you. It can onboard new users with filtered dashboard views of the wider

1:11 team's information. You can manage your clients, your tasks and projects, your business information, and we've even built out a collaborative AI hub. I think this is one of the first of its

1:21 kind, and it allows you to gather all of your AI skills and agent instructions to help you manage your work. So, get over to bettercreating.com, join the wait list for when this gets released

1:31 publicly. It's currently in private beta, and the feedback has been fantastic. I can't wait to share it with you. So, first of all, we need to build

1:43 something like this. A place for meeting notes to be added with a meeting notes templated page. And we're going to want a place to raise issues. And then you're going to need to connect this to

1:55 whatever task list you want to use. Now, you can get AI to make you one in Notion. You might already have one, but we're going to focus on this part and then how we can build in the agent. So,

2:07 let's just start from a clean page and we're going to call this meeting notes hub. Something like that. Let's add a little cover. And I'm just going to change the color of that. With any of

2:17 these pages, I always think it's good to go to uh full width. All right. So, we're going to put into here a database. I'm going to keep this super simple. Uh I'm going to do two columns.

2:27 I'm gonna create a button so we can create a new meeting. We'll call it meeting. And now you could obviously make this

2:39 different things, right? It could be like whatever. And you can make multiple versions. You can add yourself a little uh icon for it. And we'll come back to

2:51 that in a little bit. It's not going to work yet cuz we haven't got anything there. Gonna move this column across. In this side, I'm going to do a heading here. And we're going to call this

3:02 issues tag tag. Great. And we're going to do a database here. Create me a simple issues tracker. The columns should be issue owner which is a

3:16 person property status whether it's to be discussed on hold or discussed it should have the created date and related meeting uh which will be a relation property to a meetings database

3:32 we'll create in a minute. Now there's loads of templates down here but I'm just going to use that. Great. That's how simple it is. Now, what I'm actually going to do here, hide the

3:42 title, so we have a nice view. Uh, and I think that's a really nice, clean example. Now, if you want to, you could do turn and turn this into a toggle heading if you wanted this to be nice

3:53 and clean like that. And there you have a little issues view. And we're going to do another tog head two. And we're going to call whatever you want to call it, right? And into there, we're going to

4:05 create a new database here. So, we'll do database in line. Same here. Describe the database you want. It's going to create that for us. Now, while it does that, I'm going to jump in here and

4:16 we're going to create a new template for the database. You can see you're editing that because it says it here, new database in here. So, what we're going to do a nice title here. Let's do H2.

4:27 And we're going to do notes and transcript. And here we're going to do forward sli meeting notes and add a meeting notes section into the page. This means that

4:40 when you load the new meeting, there will automatically be a meeting notes uh block AI meeting notes block in there. Now, Notion's AI meeting note block are what record the meetings and and take

4:52 the notes. And what they allow you to do is add transcript instructions. So, I've got a bunch of them here. In fact, there are too many because I've uh turned too many things in templates into meeting

5:02 note pages. But you want to pick what your standard notes summary is going to be. And this is the default a meeting a detailed summary of meetings. I'll show you that in a moment, but you would set

5:13 that instruction. And into your personal notes, you could also have host notes for example. That's all we really need in there. I think it's all set to go. If you want, you can again make it look

5:23 lovely. Okay, let's jump back out. See how AI is getting on. Uh, it's asked a question. H, let's go for that. It's linking it to my what it knows is my um client database. Again, you can just

5:35 have a client database where you link to clients if you want to do that. All right. So, it's created that. Let's have a look. Now, that's set up. I'm going to add a select,

5:44 but we're going to call this notes status. Let's edit the property and add an option. And I want to add the option of standard. I mean you can add what you

5:57 want. Favored and archived. Okay. Now another little trick in notion to make this really easy to use is click here and go into edit properties. Go to meeting name which is

6:10 the main name and click singular. And we can call this meeting. If you put that in there it makes the button say new meeting which I like. And that means that every time you click that button,

6:21 if you set this now to default for all views, a new meeting is created with that template. When you click the button, fantastic. But we've got this button because you might want to do

6:33 something slightly different, which is new discovery call template. Now, this might be that you want to change this because you're going to duplicate this template and create a second one, which

6:48 is for a specific type of meeting with a specific type of of meeting note. So, first of all, let's just go in and edit our existing template and fill out some of these. So, we probably want to get

6:58 these in order. Meeting owner can be the person who duplicated the page because you'll have created it. Meeting date can be now when duplicated. Meeting status can be standard. And we can just get

7:11 these aligned. Related clients. This would allow you to connect into any uh clients in your uh database. And you can put external email attendee emails in here. I might actually rename that so

7:23 it's like guest emails. That feels better. So that's all good to go. I'm now going to duplicate this discovery call. we can put in and into this you could put something like

7:38 your own instructions. Right? So then you have a slightly more uh planned out look. You can go to your meeting notes and say create yourself which I'll show you in the next part a meeting notes

7:49 summary and this one might be customer call. So that's my discovery call set up. I'm going to change the icon of this so it looks different. And then once that's created we then have the ability

7:58 to go and update this. So when the button is clicked, we're going to add a page to this meetings database as a discovery call. And you're going to

8:13 add one more action which is open the page that was created in let's say full page because I want to be in it. Done. Now watch what happens

8:26 when we click this button. It creates the discovery call, opens the page, and you can see that it's reading from my calendar as the current event that is likely to be the meeting. Uh this is

8:37 just me doing some studio work right now, right? And there is our transcript ready. Now, I think it would be useful for us to add one more select here, which is call type. And so, let's put

8:48 that in and and put it meeting type. Let's add an option discovery call. team meeting for example. Yeah. And we can set these

9:07 up to be what we need. Now, of course, you'd want to since I've done that, I'm just going to jump in and uh edit these. So, the meeting type is set up. Now I think the next thing you might

9:24 want to create for yourself is a database which is going to be meeting note templates. And in this you can add meeting notes templates. Let me just get a few from ones I already have. So why

9:38 don't we go over to my current setup in the Aentic Business OS and I'm going to jump into my team AI hub which is where I keep all of my skills. And in skills, I have a section for meeting notes

9:53 transformers. And I'm just going to pick an example to show you. Executive meeting summary. Let's open that up. Here you'll see a set of instructions, which is this is how I want you to

10:04 summarize the contents of the page, right? Set of instructions. So, it's got rules, action items, how they're laid out, just and you can build this however you want. The point is is that you turn

10:14 it into a meeting note summary, right? And you can enable it for you as a skill. So, what I'm going to do is duplicate this one to just to show you as an example and click move to. And I'm

10:25 going to send it to that page we were on. There it is. Great. So, here is an example of my uh meeting notes transcript. I've got it by

10:41 category, complexity, uh status. This doesn't need to be in there. and it's got a little description of uh when to invoke and when to use it. Uh we don't really need to worry about that,

10:54 but this is a nice example. So once you've built your instructions, the most important thing to make them available is you can click up here. You're going to go down to use with AI and you're

11:05 going to click use as an AI meeting instruction. You'll then see this blue sign on the top. That makes it available. That means that we can now go back to our hub,

11:17 click on our template to go into our new meeting and edit it. And in the readymade meeting section, we can now find our executive meeting summary we just created and link it and it's

11:28 available to use. And you can set it as a default if you want. You probably do the same for this. So if I go into my discovery call, click on the dots and click edit, I probably want to make sure

11:39 that I then have my client consulting call thing ready. For example, I'm going to duplicate this and just make sure that we have a button for each. Now, of course, if you have team

11:50 meetings, you could set up a template which also gives ownership under the person to everyone that will be in it, so they're always automatically tagged in that meeting if you have regular

12:01 meeting members. But there we go. I'm going to change this one to a new meeting as a standard. That's all set to go. Make sure that the icon is back with the code and we're all ready to rock.

12:13 Look at that. Um, I might just put this in here so it's nice and clean. Now, finally, if you've got a task list, I think that it's worth just adding into this a quick view of your task list. So,

12:28 that might be for me action item tasks. I'm going to open that up and in there I'm going to do a linked view of a database and I'm going to find the task list that we use for our team.

12:40 There it is. This is where all of our answers get sent just for our example. And here you can see all the information we need in it. So we now have an action item task list. I'm just going to hide

12:52 the view of that. So it's there you go. We can rename the table using action items. And there you have a layout, a place to drop issues, a place to run your meetings and record them with

13:06 templates, and a place to record them. Now, there's a couple of things we're going to want to do uh to make this even easier. And that first of all is to show issues and relate them to meetings. I

13:16 think this is worthwhile. So, let's add here a relation. So, we're going to go to relation. We're going to find the meetings. We're going to show it in both ways. and

13:28 we're going to say live issues. This one we're going to call related meetings and we're going to add the relation. And that just means that I can now find any live meeting. So let's just add one in

13:38 here. We've got a discovery call, right? So if I wanted an issue to be related to discovery call, I could link it. Now you probably wouldn't do that here. What you're going to do is put your issues.

13:47 So this is how it would work. You would be like with team for example, I can make sure that I'm the owner and I can make sure the status is to be discussed. And of course you can set templates in

13:59 this as well. So we can just make sure that this is the person who clicked it. The status is always going to be to discussed and the date is that. So that's fine. Same idea.

14:10 Make that the default. Edit properties. Issue singular issue. New issue. So there we go. We've created our hub. Now, if I start a new meeting

14:26 with a default, it would be useful if we could see the issues that are currently live. And the way we can do that is actually also update the meeting templates to include this. So, I'm going

14:38 to go and just in here drop in a little section live issues. We're going to do the link database source. We're going to go issues

14:56 And I want to filter this where status is to be discussed. And there you have a quick easy reference to that. Now I'm not going to do that in discovery call

15:08 because you don't need it, but it's nice for a new meeting. And if maybe that's only going to be for uh team meetings, you could use it for team meetings. So you have now created your meeting note

15:19 summary instructions. You have your meeting note system that makes it easy for you to create your meeting notes uh in one click. You just start a meeting, start transcribing and the whole

15:30 conversation will be captured into this system and we'll see that run for a moment. So this can be our example meeting note build meeting ridiculous. Great. So all of this would happen in

15:44 here. I can go ah we can look at the the issues. Now you might find that in your issues it's useful for your template to have a basic layout in it right which is there you go for example so your meeting

15:54 is running you can see that we're talking we've got our issues and then you can open your issue easily run it as a new issue and while you're doing it you can just link it to the current

16:04 meeting knowing that you've got information in there and all of that information is then available to the agent. So that's the setup. Next, I want to focus on how we create an automated

16:15 agent that can sense when you are taking meeting notes and then draw out action items and send them into your task list. That means that you have human input for issues, AI automation to transcribe and

16:29 capture everything that's said and then a customized automation that automatically add tasks to your task list based on what happened. Now, it's worth saying something like

16:42 processing the meeting notes or planning for meetings. You might want an agent to just do that for you. It's very possible. But custom agents are, I think, best used when they take away

16:54 friction and the return on the investment is worth it. Because what is interesting about them, I have this wonderful weekly customer service analyzer that does a report on the

17:02 activities in our notion and team inbox. It's great. It gives a full report and uh we can work from it and it's only happening once a week so it's very helpful but it runs on credits and it

17:15 costs you money. Our meeting action item capturer which I'm going to show you how to make in a moment is easily worth that but I'm not sure I want that agent to write up the instructions directly. And

17:27 that is why something like these meeting notes summarizers can be so helpful because they run within the plan cost. They can follow this instruction. And so if you're clever about it, you could

17:38 potentially make these right up in notes for discovery calls as if they're written to the person that you're meeting with. That would mean that all you needed to do to send that

17:49 information to the client would be to run a very simple process on a cheaper agent. Copy this text, put it in an email. So you need to think about how you use them. So building an agent, this

18:02 is what a custom agent looks like. So, you've got triggers, instructions, and tools that it can access. You'll see it can access the meeting notes database, the task list I showed you earlier. If

18:13 we go into the instructions, when a meeting note is created or updated in this database, extract the action items from the meeting, and then add them in task list. The output must be linked

18:26 back to the source meeting note via the meeting relation property in the task list database. We have a confidential meeting exclusion, nonBAU filter, additional rules, things to ignore, how

18:37 to interpret a meeting note, how to create tasks in the task list, avoid duplicates, and if the meeting has no action items, do nothing. You can pause this video and read these instructions

18:47 if you want to copy them, but I think that these are really just an example of what we've refined. And the point about this is that you can build this with the help of an agent. So maybe to uh give

18:58 you that example, we're going to click new agent. And just so you know, well, there's a bunch of agents already made in notion like this, the meeting co-pilot agent.

19:10 So if we create this one, it will generate you a co-pilot to help. And notion has got so intelligent now with its AI setup that a lot of this will be set up for you kind of automatically.

19:25 This is building out the agent to find what connections it needs. It's reading where stuff happens in my workspace and making its best first draft. So, this is a great way to start, but I'm going to

19:40 show you our kind of specific version for the system that we built as well. So, you've got those options of how you approach it. Which database should it be for? Well, I'm going to build one for my

19:49 own database. That's great. So, the first agent I want is a meeting prep agent. This is what this one's going to be. and we're going to use their template. Then we'll build the the

19:57 follow-up meeting note agenda thing I showed you in a moment ago. This is the idea. Your assignments meeting prep co-pilot prep concise agendas for upcoming meetings and re review and

20:07 present any live issues to be discussed and any outstanding follow-up tasks assigned to Simon in the prep note. It's got a morning flow. Prepare the meetings. Capture yesterday's

20:18 follow-ups. Safety and reliability. Run summary. Fine. And I'm just going to say, please adapt this to only be for the prep and review part of the process. So that each

20:32 morning based on what's in Simon's calendar as a meeting, prep notes are created for the relevant subject. It should also adapt to see that issues and tasks

20:46 that are due, this is only for team meetings. I'm going to change this to be team meeting prep co-pilot. Read the overview section of the instructions as guidance and make adaptations to the

21:00 rest of the instructions as needed. So it can read the calendar. We want to add the issues database. This is this is for me. We're currently creating one. And we want to add my task list database.

21:13 That's all it needs is read access. And it can edit the meeting notes database. reports should use the existing team meeting database template and add into it the prep notes. So, let's just send

21:27 that off. Now, if you know when your team meetings are, uh, this can be scheduled on a trigger. So, I could remove that schedule. Let's add another trigger. There's lots

21:37 of ways you can do this when a a page is added or when an event in a calendar is comes up. But what we're going to do on a schedule knowing when things happen and I know that our team meetings happen

21:49 on a Monday. So I'm just going to set this to be just before that time at let's say 8:00 a.m. and add the trigger. So you can see now it's updated the instructions here if we take a look.

22:01 Store all report prep reports here. Review live issues and tasks here. Use the team sync meeting note template for team meeting reports. Great. It's worked that out. I've got one of those. And

22:13 we've got morning preparation. So, you see using the AI to help you build this. It's so easy to do. It's up. It's tailored the template to what I need. Fantastic. Now, what I could do is say,

22:24 actually, I've realized that the template would be more useful if it also summarized for each member of the team that have live issues or tasks what they have. Maybe in a simple table. This

22:38 would be great so that the meeting note template can be used by everyone. And of course, you would gradually iterate this and then test it. So, let's now make another one. We're going to

22:48 create a new agent. And this time, we're going to do it from blank. Please create me a agent for the database that will watch for new AI

23:05 meeting notes being triggered in this database. And when they complete and are summarized, it will draw out action items and add them to the following task list. And by the way, I thought that

23:17 rather than demo this with my own task list, I'd show you how easy it is to make one. You just describe what you want, drop it in the properties we need. That's my task list created. Basically,

23:27 go in here and we're going to say actions and tasks. There they are. It's important that the agent only draws out action items once the full transcript of the AI meeting note and its summary have

23:43 been completed. The second task the agent should perform is drafting a report email from the meeting and send it as a draft to my hello@ bettercreating.com email account

23:58 addressed to any email address in the email field of the meeting notes database. Here is an example set of instructions that we might base this on. So, we've specified the meetings

24:13 database, the action items database, and that I would like it to draft emails to anyone who is linked in the guest email hub. So, if I go in here and we put guest emails in, we can say something

24:28 like I can put that in on the example. And of course, you could do the same using a client link. So, as long as your client database has an email in it and you've

24:38 linked them to it, you could do the same process, right? Okay. So, let's see what we get. Turn AI meeting notes in meetings into team own follow-up tasks here and a meeting report draft in

24:50 Simon's hello better creating Gmail account. Never send emails the example. Great. So, I used an example to build this. Great. So, let's go down. How to create tasks. How to draft a meeting

24:59 report. Excellent. Looks good. And we have this brilliant trigger in here which is under meetings when a meeting is summarized. And you can even do it by properties, right? So

25:12 you can see if any of these are updated. Fantastic. So that's looking really good. So it means that when that meeting is summarized, you get a result. Make sure it's got the email access. It does.

25:23 Read and draft. Worth saying if you want to add a connection for your email, you can do that. Or your calendar, you can do that here. You could go into add connection. find your mail. Mine's

25:33 already connected, but like, you know, if you do it, you would go and click connect and it will do it. And there's a bunch of other things in here. So, if you're using things like Calendarly or

25:41 other systems you want to connect into. If you use Whisper Flow to uh summarize your meetings, you could link into Whisper Flow and have that come into the summary. Like, there are so many ways to

25:51 do it. To-Doist, you could connect into To-Doist and send your tasks out to there, your Trello board. So we're not just held in notion by using notion, right? We can do a lot of things.

26:01 Anyway, that is our setup. You got your triggers, your instructions. We're all good. It's happens when it's summarized. I'm also going to have when the agent is mentioned. That is going to be the way

26:11 I'm going to [music] demo it now. All right. So, we'll click save now, I think, for the moment of truth. Let's go to our homepage. We've got a demo in here. I've got my team guest

26:23 email in. I'm going to open this. We can see that there is a set of action items in there that we would expect to see. It's used our executive meeting summary to summarize. I'm going to resume the

26:36 transcription to demo that because I've just remembered there's a couple of tasks that I need to do. I would like Liisa, who's attecreating.com,

26:48 to action a call set up for Simon with his audience on Tuesday the 22nd. And I have a task to pack for my San Francisco trip and I need to do that tomorrow, Sunday the 4th.

27:07 So, what you'll see is when a meeting note completes, that should trigger the agent. There you go. And what we're seeing now is the summary has completed and the meeting follow-up is now

27:21 working. So, we can see action items are here. It's reading the issues page. Now, while that runs, why don't we demo the prep agent? I'm going to click run agent to test it. It looks like it's done what

27:34 it should have done. This is not an internal task, but it should be reported to her. And then there's one internal task. So, let's close this. Close the meeting. And we should see a task has

27:43 been added here. And there it is. Pack for San Francisco is added. There's the task. Notes not started. It's linked to the specific meeting that it happened in. How about that? That's how you

27:56 create follow-ups. Amazing. Now, the only thing to go and test is whether this has worked with the email. It's written this email for me. Fantastic. So, it's almost what I want. I'm going

28:06 to do one thing, which is to say this. The first test run was pretty good. Any emails sent to external guests should share a formatted full meeting report so they can read it in email since we won't

28:20 want to share the actual notion page with them. So, when you draft those emails, make sure that they break down the exact report that was in the meeting note summary block. And you just iterate

28:34 and update like that. Okay, so the test has finished. It ran. I had to tweak it a little bit to make sure it looked. But here you can see it's read that I had a meeting with Bav. It's read various um

28:47 inbox items for tasks. It's looked everyone else up. Found the qualifying meeting. Okay, so it has the issue that it can't create with a template. So no report was saved.

28:59 There is no existing page for this occurrence. Okay, update your instructions to be that you read the template and use that as the basis to create your own

29:10 entry rather than duplicating it. You should create the report and add an AI meeting not note block below it. So I have this thing called the Cassa framework where you consolidate the

29:20 right context you need architect the way you want to look at things and get both you and agents to read things. For example, this homepage right here. You then systematize your process which is

29:32 to build out your instructions and make it work. And then you do this bit which is the activate stage. You test it, iterate it and improve it. So here we go. It's triggered the task. It's

29:43 reading the template and now building its own page based on it. So what I found here is that the agent can't actually initiate a database template, but you can get it to read one and then

29:54 make a version of it, which is cool. And here it is. Look, it's creating the page. So, if we go back to the hub, that new prep agent has run. It can see that I have a meeting with Bav next week and

30:05 it's created things that we probably need to look at. Due task blocker, live issues. Fantastic. It's all ready to go. [laughter] But that's great. I love it. So, that's how you work. That's how you

30:17 create an issues, meeting notes system, and action item system all automated. I can now have prep notes ready for me before my team meetings and action items delivered to me and my team after them

30:28 without lifting a finger so I can focus on the actual dialogue with my team. Let me know what you make of it in the comments. Hit subscribe if you haven't. And if you want to go further with AI

30:38 automation and particularly a system like this that makes your business better and easier to use, you should go and check out the business OS weight list below where we've built out an

30:48 entire system ready for you to use that does just [music] this. And you should watch this video next for how to make Notion and Claude your ultimate work setup. See you there.