Send the follow-up before the meeting's even fully over in everyone's mind

From the transcript once the meeting ends: a one paragraph summary, the decisions reached, the action items with an owner and a due date each, the objections raised, a sentiment score and the next step proposed. A short or incomplete transcript still yields what it can.

It thanks them, names the subject and who was there, recaps the decisions, lists the action items with owners and dates, links the recording where there is one, and closes with the proposed next step and a scheduling link. It comes from the host and matches their usual tone.

When the meeting completes it builds the summary, writes the next step, objections, sentiment and notes onto the deal, creates a task for every action item against its named owner and due date, and triggers the recap email. If the summary cannot be built it still creates a task for the host to follow up by hand and tells them in Slack.

One email to every external attendee within half an hour of the meeting ending. The body is the same for everyone, with the greeting and signature adapted.

The median time from the meeting ending to the email going out against a 30 minute target, how many meetings got a follow up and how many did not, how many action items are completed, and the reply rate, broken out by meeting type and rep, with anything over four hours without a follow up flagged.