Automation Case Study: How to Automate Meeting Notes?
Are you still writing and organizing meeting notes manually?
If your work involves many multilingual meetings with multiple attendees, you've probably experienced this at least once.
After a meeting ends, someone opens the recording file and starts typing while listening to who said what.
When languages get mixed in, translation is also needed, and sorting key statements by attendee or extracting follow-up actions is no easy task either.
Repeating this process means you can't focus on your actual work, and some days are entirely consumed just organizing meeting notes.
This is especially true for organizations with global team members...
Why Was Organizing Meeting Notes So Difficult?
"We have meetings every day, but the meeting notes just keep piling up."
This automation project started with an inquiry from Company A.
Company A was conducting meetings in multiple languages.
The problem was what happened after meetings ended.
To write meeting notes, they first had to receive the recording file, then listen through it one by one.
While automatic captioning was available, accuracy was poor, so a person had to manually verify everything.
Organizing who made which statements and dividing action items by attendee was also done manually.
The completed meeting notes then had to be shared with team members, and follow-up actions had to be manually registered in calendars or task management tools.
With staff handling all this work, an average of 1-2 hours of post-work time was required per meeting, and as the number of meetings increased, so did mistakes.
How to Automate Meeting Notes?
To solve this problem, we configured the following automation scenario by integrating Make, Airtable, and Claude.
1. When a meeting recording file is uploaded, retrieve the information.
When a new meeting note is added to Airtable, sending a signal to this webhook address automatically triggers the workflow.
The Make scenario continuously monitors Airtable and automatically performs the next steps when a new file is uploaded.
2. Retrieve meeting note information from Airtable.
Query and retrieve the detailed information of the meeting note from Airtable.
Then update the 'status' field of the retrieved meeting note record to "In progress" to indicate that this meeting note is currently being analyzed.
3. Download the retrieved meeting note information.
Use the HTTP Get a file module to download the actual meeting note text file.
The downloaded file contents are then used for summarization, attendee extraction, and task creation.
4. Meeting notes are automatically written and organized.
Using Anthropic Claude AI (Claude Sonnet 4 model), summarize the downloaded meeting note contents in Korean and upload to Airtable.
Similarly, extract attendees from the meeting note contents and upload the information to Airtable.
Generate a message requesting that the content be returned as comma-separated text based on the meeting note contents.
[Instructions] - Based on the following meeting content, return the next actions that need to be taken after this meeting as text. - Separate each task with a comma (,) - The output format is as follows: task1, task2, ... - Write all tasks in Korean. [Meeting Content] {{3.data}}
The comma-separated task list string returned by Claude AI is split into individual task items and converted into a list format.
The split(9.content[].text; ", ") function is used to split the string by commas and spaces.
Similarly, all content is updated in Airtable.
5. Wrap-Up
Once all summarization, attendee extraction, and task creation steps are complete, the 'status' field of the corresponding meeting note record in Airtable is updated to "Done", and the creation time is recorded.
When the Meeting Ends, Organization Is Done Automatically
Now let's trace through the process of meeting notes being automatically created and organized from the user's perspective.
- After recording the meeting with Otter.ai, select the meeting log to extract meeting content and participants as text,
- Click the + button in Airtable to add a row, then upload the text file to the column.
- After the upload is complete, click the run button to execute the meeting note analysis.
- When the analysis is complete, the analyzed information is filled into each column.
- For tasks, you can check the specific task details assigned per meeting note in the tasks table.
What Was the Actual Impact?
Based on Company A, an average of 1-2 hours was spent organizing meeting notes and registering follow-up actions per meeting.
With an average of 4 meetings per week, approximately 6 hours per week and about 312 hours per year were being consumed.
Converting this at the minimum wage of 10,030 KRW per hour, approximately 3,129,360 KRW in labor costs was being spent on repetitive tasks.
In contrast, the Make plan costs approximately $108 per year (about 149,602 KRW), which is about 4.7% of the total labor cost.
Through automation, over 95.3% of the costs and time spent on repetitive tasks were saved.
Does writing meeting notes really have to be done by humans?
Not anymore. People should be able to focus on more creative and strategic work.
If you're losing time to repetitive tasks and can't focus on these core tasks, that's a significant loss.
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