Meeting to Action Items Pipeline
Automatically extract tasks from meetings and assign to your team
Record your meetings with Zoom or Google Meet, automatically transcribe them, use AI to extract action items with owners and due dates, then create tasks in Asana/Notion and notify assignees. Never lose a meeting follow-up again.
Your Progress
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Tools You'll Need
Step-by-Step Setup Guide
Configure Otter.ai or Fireflies to automatically join and record your Zoom/Meet calls.
Create Otter.ai account
Go to otter.ai → Sign up → Connect your Google or Zoom calendar
Enable auto-join
Settings → Meetings → Enable "Auto-join meetings from calendar"
Configure recording settings
Enable speaker identification, auto-highlight action items
Test with a meeting
Schedule a test call → Verify Otter joins and records
Otter's free plan includes 300 minutes/month. Pro ($16.99/mo) is unlimited.
Always inform meeting participants that the call is being recorded (legal requirement in many places)
Set up Zapier to trigger when Otter generates a new transcript.
Create new Zap
Zapier → Create → Trigger: Otter.ai → New Transcript
Connect Otter account
Authorize Zapier to access your Otter.ai transcripts
Test trigger
Select a recent transcript → Verify all fields are captured
If using Fireflies.ai instead, the trigger is "New Meeting Processed"
Use ChatGPT to identify action items, assign owners, and set due dates from the transcript.
Add ChatGPT action
Add step → ChatGPT → Conversation
Configure extraction prompt
Prompt: "Extract all action items from this meeting transcript. For each, identify:
1. Task description
2. Owner (who committed to doing it)
3. Due date (if mentioned, otherwise set to 1 week from today)
4. Priority (based on urgency discussed)
Return as JSON array: [{"task": "", "owner": "", "due_date": "", "priority": "high|medium|low"}]
Transcript: {{transcript}}"Parse the response
Add Code step to parse JSON and loop through action items
Include your team roster in the prompt so AI can match names to exact team members
Automatically create tasks in Asana/Notion and send Slack notifications to assignees.
Add looping action
Add Looping by Zapier → Loop through action items array
Create Asana task
Inside loop: Add Asana → Create Task → Name: {{task}}, Assignee: {{owner}}, Due: {{due_date}}Add meeting context
Task description: "From meeting: {{meeting_title}}" + link to full transcriptNotify via Slack
Add Slack → Send DM → To: {{owner}} → "New task from {{meeting_title}}: {{task}} - Due: {{due_date}}"Map team member names to their Asana user IDs and Slack handles in a lookup table
Create a "Meeting Follow-ups" project in Asana to keep all extracted tasks organized