Every meeting ends with decisions, owners and deadlines that actually get tracked
A done-for-you meeting notes, decisions and action tracking automation is an AI agent BufferSol connects to Zoom, Teams or Google Meet, your calendar and your project tools. After each meeting it produces a short summary, a decision log and action items with owners and due dates, creates the tasks in Asana, Jira, Monday.com or your CRM once the organizer approves, and follows up with owners before deadlines. Every decision stays searchable later.
- Live in 3 to 6 weeks
- Works inside your current tools
- Your people approve what matters
Built for
All professional servicesThe outcome
What changes for your business
Decisions you can find
Each decision is recorded with the date, the meeting, the people involved and the reasoning, in one searchable log.
Actions that get done
Action items become real tasks with owners and dates in the tools people already use, and owners are reminded before anything slips.
Fewer repeat meetings
Open items from last time sit at the top of the next agenda, so meetings start with progress instead of going over old ground.
Is this you?
Leadership teams, project and operations groups, and client-facing teams that run many recurring meetings and regularly lose track of who agreed to do what.
- Meetings end with a plan to follow up and nobody named as the owner
- The same topic returns three weeks later because nothing happened in between
- Notes live in personal notebooks, so decisions cannot be found later
- Your AI note-taker produces long transcripts that nobody reads
- People who missed the meeting ask for a recap in Slack
Today vs done for you
The current way, and the new way
What your team does by hand today, and what the automation does instead, step by step.
How it works today
- Someone volunteers to take notes, or a note-taker bot records a transcript
- Notes go into a Google Doc, OneNote or Notion page that few people open again
- Action items are agreed out loud and left to each person's memory
- The organizer sends a recap email when there is time, sometimes days later
- The next meeting opens with the team working out what happened since the last one
What it quietly costs you
- · Work that was agreed but never assigned, which shows up later as a missed deadline
- · Senior time spent in follow-up meetings that exist only because the first one had no clear outcome
- · Decisions nobody can trace later, which leads to rework and disputes about what was agreed
How it works done for you
- Under consent rules you set, the agent joins scheduled Zoom, Teams or Google Meet calls, or reads the transcript your existing recorder already produces
- It writes a short summary, a list of decisions with the reasoning behind them, open questions, and action items with a suggested owner and due date
- The organizer receives the draft in Slack, Teams or email and confirms owners and dates in one step
- Approved actions become tasks in Asana, Jira, Monday.com or Linear, or CRM tasks in Salesforce or HubSpot, each linked back to the meeting
- Before each due date the agent checks the task status and nudges the owner; overdue items are reported to the organizer
- Open items and recent decisions are added to the next meeting's agenda automatically
- Every summary, decision and task is logged and searchable, with access matched to who was invited
Your people
What changes for your team
Executive or meeting organizer
Today
Writing recap emails late and chasing people for updates
Done for you
Approving a drafted recap in a minute and seeing open items before the next meeting
Chief of staff or executive assistant
Today
Taking notes, sending recaps and tracking actions in a spreadsheet
Done for you
Reviewing the decision log and focusing on the items that are truly stuck
Team member
Today
Trying to remember what they committed to two meetings ago
Done for you
Receiving a task with context and a due date in the tool they already work in
The numbers
What it's worth to you
Estimate the time and cost you get back with your own numbers. We baseline the real figures in week 1 and track these KPIs from day one.
Example inputs · change them to yours
The automated share covers note-taking, recap writing, task creation and follow-up reminders; organizers still confirm owners and dates.
Staff time back
67 hours a month
About 0.4 full-time people freed for higher-value work
Capacity reclaimed a month
$3,667
A year
$44,000
An estimate from your inputs only. In week 1 we measure your real baseline, so results are tracked against your own numbers.
Actions with an owner and date
Action items with both fields set, compared between a sample of meetings before launch and all meetings after
On-time completion of meeting actions
Tasks created from meetings that were closed by their due date, from your project tool
Time to recap
Minutes from meeting end to approved recap, from the agent's log
Repeat agenda items
Topics that reappear on an agenda without progress, counted per recurring meeting
Decision log use
Searches and views of the decision log each month
77%
72%
Nearly 23 hours a week
Works with the tools you already use
- Zoom
- Microsoft Teams
- Google Meet
- Google Calendar
- Outlook
- Asana
- Jira
- Monday.com
- Notion
- Salesforce
Guardrails built in
- Recording and transcription follow your consent rules and local law, with clear notice to attendees
- Meetings marked confidential, such as HR or board sessions, are excluded or restricted by default
- Tasks are created only after the organizer confirms owners and dates
- Summaries are visible only to invitees and the groups you choose
- Every recap, edit and task is logged with who approved it
Why it hurts today
What teams say about this work
Common complaints from operators, reviewers and industry research.
Workers say many meetings are ineffective, often have no stated goal in the invite, and frequently end in a decision to schedule yet another meeting.
Inefficient meetings rank as the top productivity disruptor in Microsoft's research, with people sitting through hour-long meetings for one-minute insights.
Research on executives shows their time in meetings has more than doubled since the 1960s, leaving little room for the follow-through that meetings create.
Reviewers of a popular AI note-taker mention problems with transcription accuracy and user experience, and describe slow, frustrating support.
How it works
From kickoff to live in 3 to 6 weeks
We do the build, the integrations and the rollout. Your team gives us access, reviews the pilot and approves go-live.
- 1
Week 1
Discovery and access
We map the workflow with your team, agree the outcomes and KPIs, measure today's baseline and get secure access to your tools.
- 2
Weeks 2–3
Build and connect
We build the agents and connect your systems, with your rules, approval steps, permissions and logging.
- 3
Weeks 3–5
Test and pilot
We test on your real history, then run a pilot on live work while your team reviews what the agent does.
- 4
Weeks 4–6
Go live and hand over
We roll out in stages, train your team, hand over dashboards and runbooks, and keep improving it with you.
Included with every automation
Executive Ask: ask your business anything
One plain-English assistant connected to the systems you run: CRM, helpdesk, ERP and accounting, HR, inbox and documents. Leaders get sourced answers in seconds and can trigger actions with approval. It respects everyone's existing permissions and logs every answer.
See Executive AskAsk it, for example
- What did we decide about the pricing change, and who was in the room?
- Which action items from this month's leadership meetings are overdue, and who owns them?
- What did we promise the Acme team on our last three calls, and has it been done?
Meeting Notes, Decisions & Action Tracking: questions
Straight answers to what clients ask us most.
Ask our teamHow long does it take to get meeting tracking running?
Most teams are live in 3 to 6 weeks. We connect your meeting platform, calendar and project tools, agree the consent notice and which meetings are excluded, and set up the recap format with a few organizers. The agent then drafts recaps for a pilot group while they approve or correct each one, before we roll it out more widely.
What does it cost?
It is quoted after a short scoping call. The quote reflects how many people and meetings are covered, which meeting platforms and project tools we connect, whether you need CRM logging for client calls, and any data residency or retention requirements. You receive a fixed written scope before any work begins, listing every system and feature included.
Do we need to replace Otter, Fireflies or Teams Premium?
No. If you already record and transcribe with Otter, Fireflies, Zoom AI Companion or Teams Premium, the agent can read those transcripts. What it adds is the part those tools leave to you: confirmed owners and dates, real tasks in your project tools, follow-ups before deadlines, a decision log, and open items carried into the next agenda.
How do you handle consent and confidential meetings?
We set consent rules with you, including how attendees are notified and which regions need explicit agreement. Meetings with certain keywords, attendees or calendars, such as HR, legal or board sessions, are excluded or restricted by default. Summaries are visible only to invitees and the groups you choose, and you control how long transcripts are kept.
What if the agent assigns the wrong owner?
Nothing becomes a task until the organizer confirms it. The draft shows the suggested owner and the line from the transcript it was based on, so corrections take seconds. If an owner disagrees later, they can reassign the task in your project tool, and the decision log records the change along with who made it.
Pairs well with
Sales Meeting Prep & Follow-Up
Walk into every sales call prepared and send the follow-up the same hour
See the outcomeInternal Knowledge Assistant
Staff ask in plain English and get the answer from your own docs, with the source
See the outcomeExecutive Ask: Ask Your Business Anything
Ask any question about your business and get a sourced answer from every system
See the outcomeSources
- Workplace Woes: Meetings Edition, Atlassian
- We Can’t Keep Up with Work—But AI Can Help, Microsoft WorkLab
- Stop the Meeting Madness, Harvard Business Review
- Otter.ai Reviews | Read Customer Service Reviews of otter.ai, Trustpilot
Get Meeting Notes, Decisions & Action Tracking done for you
Tell us about your volumes and tools. A senior engineer replies within one business day with scope, timeline and cost.
Live in 3 to 6 weeks · Priced after a short call · Company emails only