Zero-Inbox Meeting Automation
System Blueprint Overview: The Zero-Inbox Meeting Automation workflow is an elite agentic system designed to automate research & analysis operations. By leveraging autonomous AI agents, it significantly reduces manual overhead, saving approximately 5 hours/week hours per week while ensuring high-fidelity output and operational scalability.
Zero-Inbox Meeting Automation Blueprint
šÆ 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.
š§© 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 |
š 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]
š¤ AI Model Recommendations
- Task: Summary & Extraction
- Model:
claude-3-5-sonnet - Why: Superior nuance in conversation analysis and highly reliable JSON formatting for tasks.
- Model:
š ļø Tool & API Stack
- Fireflies.ai: āāā (Setup requires calendar auth)
- Zapier: ā (Easy drag-and-drop)
- Claude API: āā (Requires API key management)
š Step-by-Step Build Order
- Authorize Fireflies.ai to join your calendar.
- Create a Zapier "New Transcript" trigger.
- Add a "Formatter" step to clean the transcript text.
- Add a "Claude" step with the prompt: "Identify all action items and assignees."
- Map the output to a Notion database row.
š» 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
š° Cost Estimate
- Low traffic: ~$20/mo (Standard Fireflies plan + Zapier)
- Growth: ~$50/mo
ā ļø Gotchas & Best Practices
- Set a word limit on transcripts to avoid LLM token limits.
- Use a dedicated "Meeting Notes" Notion template for consistency.
The Workflow
Connect Fireflies.ai
Integrate Fireflies.ai with your calendar to auto-join meetings.
Setup Zapier Trigger
Create a Zap that triggers when a new meeting summary is generated.
Sync to Notion/Linear
Configure the Zap to push identified tasks into your PM tool.
Workflow Insights
Deep dive into the implementation and ROI of the Zero-Inbox Meeting Automation system.
Yes, this workflow is designed with architectural clarity in mind. Most users can implement the core logic within 45-60 minutes using the provided steps and tool recommendations.
Absolutely. The blueprint provided is modular. You can easily swap tools or modify individual steps to fit your unique operational requirements while maintaining the core algorithmic efficiency.
Based on current benchmarks, this specific system can save approximately 5 hours/week hours per week by automating repetitive tasks that previously required manual intervention.
The tools vary. Some are free, while others may require a subscription. We always try to recommend tools with generous free tiers or high ROI to ensure the automation remains cost-effective.
We recommend reviewing each step carefully. If you encounter issues with a specific tool (like Zapier or OpenAI), their respective documentation is the best resource. You can also reach out to the Dailyaiworld collective for architectural guidance.