Before you automate your meeting notes, split your tools into two groups and don't mix them.
I first published this video in 2023 and re-posted it on my main channel in May 2025. A subscriber asked how to send their Read AI meeting notes to several tools at once when a meeting ends. This first part is the plan, drawn on a whiteboard before I touched any tool. The build comes in Part 2. Read AI, Make and Power Automate have all changed since then, so treat the specifics as how they worked at the time.
The business case
Meeting notes only help if they land where you already work. If your highlights sit in one app and your calendar and email live somewhere else, nobody goes looking for them. Plenty of tools can move the notes for you, and I've seen problems with every one of them. Ten minutes of planning saves you from wiring up something that breaks the first week.
The request
The subscriber wanted three things. When a Read AI meeting ends, save the highlights to a Notion page. Save the transcript to their notes in Outlook. And add it to the event in Google Calendar.
One webhook, one entry point
The trigger is the end of the meeting. When it ends, Read AI fires a webhook, which is a message sent to an address you choose. I covered webhooks in an earlier video.
That webhook needs one entry point. Zapier, Make or Microsoft Flow can all receive it and do the same job. For this one I picked Make, because I thought it had the best capabilities for it, even though I know Zapier better.
From there the notes go out to Notion, Outlook and Google Calendar. In the video I flagged Google Calendar as the one that might be tougher.
Jump to
- 0:00 Introduction
- 1:00 Overview of the Requirements
- 1:52 Approaching the Problem
- 4:33 Classifying the Tools
- 7:12 Grouping the Tools
- 8:07 Importance of Groupings
I draw the whole plan on the whiteboard in the full video on my channel: Automating Read AI meeting notes, Part 1 on YouTube.
Two kinds of tools
The most useful thing I did was sort the tools into two groups: the startup way and the Microsoft way. They're very different. Microsoft comes from the enterprise world, so its tools tend to be more complex and more verbose.
In the startup group I put Read AI, webhooks, Zapier, Make, Notion and Google. Google plays nicer with the startup tools, so it goes there. In the Microsoft group I put Microsoft Flow (Microsoft had already renamed it Power Automate by then) and Outlook.
Don't mix them
My advice in the video was blunt: don't mix the startup tools with the Microsoft ones. That's my own opinion from my own experience. When I've tried to wire a startup tool straight into a Microsoft one, I've run into problems.
To be fair, mixing them can work if you spend enough time on it. I find the split much easier to build and to keep running.
How the groups connect
So the plan chains the two groups together. Read AI sends its webhook to Make. Make handles the startup side, Notion and Google Calendar. Then Make passes the same event over to Power Automate, and Power Automate handles the Microsoft side, which here is Outlook.
Each tool talks to the tools it gets along with, and only one handoff crosses between the two worlds.
What I didn't know yet
At the end of the video I was honest that I didn't know yet whether I could push to Notion or Google Calendar the way I wanted. Google Calendar looked like the hardest piece, because you have to know which event to update when the meeting ends.
Part 2 is where I try it. If you're comparing meeting note takers first, read my Read AI vs Fireflies vs Otter comparison. And if you want help planning automations like this for your own business, book a strategy call.
About Dwain
I'm Dwain Browne, Founder of LeadScore AI and SnapSuite. I'm a Toronto-based software architect with 25+ years across software, sales, operations and entrepreneurship. SnapSuite helps contractors and trades teams get paid faster, and LeadScore AI shows you which leads deserve your next call. I also run Vibe Code to Profit, a community helping people build software with AI.