Zero-Inbox Meeting Automation Blueprint

🎯 Workflow Summary Automatically record, transcribe, and extract action items from all your meetings. This system syncs tasks directly to your project management tools (Notion, Linear, or Asana), ensuring you never miss a follow-up and spend zero time on manual notes.

🧩 Component Stack | Component | Tool/Service | Role | |-----------|-------------|------| | Ingestion | Fireflies.ai | Audio recording & transcription | | LLM Brain | Claude 3.5 Sonnet | Summary & task extraction | | Orchestrator | Zapier / Make.com | Flow control between tools | | Destination | Notion / Linear | Task storage & tracking |

🔄 Workflow Diagram

flowchart TD
    A[Meeting Starts] --> B[Fireflies joins & records]
    B --> C[Transcription Generated]
    C --> D[Zapier Trigger]
    D --> E[Claude 3.5 Sonnet]
    E --> F[Extract Action Items]
    F --> G[Push to Notion/Linear]

🤖 AI Model Recommendations

• Task: Summary & Extraction
  • Model: claude-3-5-sonnet
  • Why: Superior nuance in conversation analysis and highly reliable JSON formatting for tasks.

🛠️ Tool & API Stack

• Fireflies.ai: ⭐⭐⭐ (Setup requires calendar auth)
• Zapier: ⭐ (Easy drag-and-drop)
• Claude API: ⭐⭐ (Requires API key management)

📋 Step-by-Step Build Order

1. Authorize Fireflies.ai to join your calendar.
2. Create a Zapier "New Transcript" trigger.
3. Add a "Formatter" step to clean the transcript text.
4. Add a "Claude" step with the prompt: "Identify all action items and assignees."
5. Map the output to a Notion database row.

💻 Starter Code Scaffold

def process_transcript(text):
    # Prompt Claude for structured tasks
    response = anthropic_client.messages.create(
        model="claude-3-5-sonnet-20240620",
        max_tokens=1024,
        messages=[{"role": "user", "content": f"Extract tasks from: {text}"}]
    )
    return response.content

💰 Cost Estimate

• Low traffic: ~$20/mo (Standard Fireflies plan + Zapier)
• Growth: ~$50/mo

⚠️ Gotchas & Best Practices

• Set a word limit on transcripts to avoid LLM token limits.
• Use a dedicated "Meeting Notes" Notion template for consistency.