Meeting Efficiency: 70% Less Prep Time

Intro

Leaders across multiple teams spent hours preparing for meetings — reviewing emails, creating agendas, collecting updates, and writing follow-ups.

Meetings weren’t the problem.
The workflow around them was.

The Problem

Important context was buried in email threads.
Agendas were created last-minute.
Recaps were inconsistent or forgotten.

Everyone was doing extra work just to start the meeting.

The Gap

Despite using Google Workspace and Microsoft 365, none of the tools were integrated.
No automation.
No knowledge flow.
No structure.

The Approach

8Day automated meeting intelligence from start to finish.

We implemented:

  • AI email summarization to surface context

  • Automated agenda generation

  • Calendar-invite population with agenda content

  • AI-generated recaps sent after each meeting

  • Centralized note storage

Meetings became focused, consistent, and effective.

H2: Tools Used

Google Workspace / Microsoft 365
Email + calendar integration

OpenAI
Agenda + recap generation, email summarization

Zapier / Make.com
Workflow automation

Google Docs
Centralized documentation

The Result

  • 70% less meeting prep time

  • Automatic follow-up and action items

  • Clear cross-team alignment

  • Meetings became productive again

The Lesson

Meetings didn’t need to change — the work around them did.

Want cleaner operations without new software?

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