Sales calls often contain critical insights that can get lost if not captured promptly. AI can summarise Zoom calls, extract actionable tasks, and update your CRM automatically.
This tutorial walks you through creating an AI workflow that saves time, improves accuracy, and ensures nothing slips through the cracks.
Step 1: Prepare Your Zoom Account and Meeting Recordings
Enable cloud recording in Zoom.
Ensure participants consent to recording.
Organise recordings in folders accessible to your AI workflow tool.
Pro Tip: Consistent naming conventions for meetings (date, client, topic) help AI sort and process recordings efficiently.
Step 2: Select an AI Summarisation Tool
Options include:
Otter.ai for real-time transcription and summarisation
Fireflies.ai for AI-generated meeting notes and tasks
Custom GPT-based AI integrated with Zoom API for tailored outputs
Step 3: Set Up AI Transcription
Connect your AI tool to Zoom recordings.
Configure transcription settings: speaker identification, timestamps, and summary granularity.
Test in one meeting to validate transcription quality.
Step 4: Generate Summaries and Action Items
Instruct AI to summarise key discussion points, decisions, and action items.
Use prompts like: “Summarise key points, list next steps, and highlight urgent actions.”
Review AI-generated summaries for accuracy and completeness.
Pro Tip: AI can also tag opportunities, objections, and buyer intent signals for your CRM.
Step 5: Automate CRM Updates
Configure AI to push summaries and action items into CRM fields.
Assign follow-up tasks to the relevant team member automatically.
Ensure data mapping aligns with your CRM structure for seamless integration.
Step 6: Set Up Notifications and Reminders
Notify team members of new tasks generated from calls.
Set reminders for deadlines and follow-ups automatically.
Use dashboards to track completion and engagement.
Step 7: Monitor and Improve Workflow
Evaluate AI summarisation accuracy regularly.
Adjust prompts to capture more relevant insights.
Analyse which tasks generated lead to faster deal progression and optimise accordingly.
Ready to Use AI Workflows for Zoom Call Summaries and Follow-Ups?
Automating Zoom call summaries and follow-up tasks with AI ensures no insight is lost and keeps your sales process moving efficiently. By preparing recordings, selecting the right AI tool, generating actionable summaries, and integrating them with your CRM, you can save hours weekly while improving accuracy and team responsiveness.
