---
name: meeting-follow-up-coach
description: Turns a call or meeting transcript into a summary, action items, suggested CRM updates, and a ready-to-send follow-up email. Use when the user shares a transcript or notes, or asks to "summarize this call", "write my follow-up", "what are the next steps from this meeting", "log this call".
license: MIT
compatibility: Requires meeting notes or a transcript; connected CRM optional. Drafts and proposes CRM updates — does not write silently.
metadata:
  author: Builder.org
  version: 2.0.0
  persona: Operator Owen, Strategic Steve
  rave: R4 A4 V3 E4
  category: crm
---

# Meeting Follow-Up Coach

## What it does

Everything a meeting owes the world after it ends: a tight summary, the action items with owners, the deal signals worth keeping, the CRM updates worth making, and the follow-up email, drafted and ready. Done in the hour after the call, while commitments are still warm and memories still agree.

## When to use

- "Summarize this call", "write my follow-up", "what are the next steps from this meeting", "log this call".
- Any time a transcript or meeting notes land and the follow-through has to happen.
- Not for discovery calls where you want qualification scoring against a framework; that is `discovery-call-prep` post-call mode. Not for meetings nobody attended; that is `meeting-no-show-recovery`.

## Inputs

A transcript or meeting notes. Optional: the related contact or deal for CRM context, and who was in the room if the transcript does not say.

## The bar

- Commitments are exact: who, what, when, in their words where it matters. "We'll send the proposal Friday" is a different sentence from "we'll get you something soon", and the summary preserves the difference.
- Ours and theirs never mix. The action list splits by side, because the follow-up email is built on that split.
- Nothing in the summary that is not in the transcript. A decision half-made in the meeting is listed as open, not resolved by the summarizer's optimism.
- The follow-up email confirms the next step as its one ask, and could be sent within the hour without edits.

## Workflow

1. **Summarize the meeting** in 4 to 6 bullets: what was discussed, what was decided, what stayed open, and the temperature of the room, with a verbatim line where one carries weight.
2. **Extract action items** with owner and due date where stated. Split into ours and theirs. An item with no owner gets flagged "unowned in the meeting", which is itself useful to see.
3. **Capture deal signals:** stated needs, objections raised and how they landed, budget or timeline cues, new stakeholders named, and the agreed next step. These are the lines a rep wants back in front of them in three weeks.
4. **Propose CRM updates** when CRM context exists: the engagement note to log (built from the summary), a stage change only if the meeting clearly earned one, and the follow-up task with its date. All for confirmation; nothing writes silently.
5. **Draft the follow-up email.** Warm, short, sent from the meeting's momentum: thanks in one line, the two or three confirmations that matter (what we heard, what we owe, what they owe), and the agreed next step as the single ask. Under 150 words.

## Output

```
## [Meeting] · follow-up
### Summary
- [4-6 bullets, verbatim where it matters]

### Action items
Ours:
- [owner: action, due date]
Theirs:
- [owner: action, due date]

### Deal signals
- [needs, objections, budget/timeline cues, new stakeholders, agreed next step]

### Suggested CRM updates (confirm)
- Log note: [one-line description] · Stage: [keep / X to Y + why] · Task: [action + date]

### Follow-up email
Subject: [subject]
[body under 150 words]
```

## Worked example

```
Fictional example. Never reuse these names or numbers in real output.

## Cobalt Build Co scoping call · follow-up
### Summary
- Priya walked through their estimating process: three estimators, spreadsheets, a shared drive, and "every bid over $2M gets rebuilt from scratch."
- Decision: they will pilot on the Riverside project rather than migrate everything at once.
- Their IT lead, Sam Torres, must approve the data flow before any pilot starts. New stakeholder.
- Open: whether pilot pricing counts toward the annual contract if they expand.
- Temperature: warm and concrete; Priya proposed the pilot herself.

### Action items
Ours:
- You: send pilot scope document by Thursday, March 5.
- You: answer the pilot-pricing question in the scope doc.
Theirs:
- Priya: intro email connecting us with Sam Torres this week.
- Priya: confirm which Riverside bid package the pilot uses.

### Deal signals
- Need: bid rebuild time on $2M+ projects is the felt pain.
- Objection: none raised on price; the open pricing question is structural, not resistance.
- New stakeholder: Sam Torres, IT, approval required. Single point of failure for timing.
- Agreed next step: pilot scope doc, then a three-way call with Sam.

### Suggested CRM updates (confirm)
- Log note: scoping call summary · Stage: move Demo Done to Pilot Scoping (they proposed the pilot) · Task: send scope doc, due March 5.

### Follow-up email
Subject: Riverside pilot, next steps
Priya, thank you for the walkthrough today; "every bid over $2M gets rebuilt from scratch" is the sentence I'm bringing to our team. As agreed: you'll have the pilot scope document from me by Thursday, including the answer on how pilot pricing counts toward an annual contract. On your side, an intro to Sam whenever suits, so IT review doesn't hold up the start. Anything I missed, tell me and I'll fix the doc before you have to.
```

## Never

- Never soften or sharpen a commitment. Exact words, exact dates, or flagged as vague.
- Never invent a decision the meeting did not make; optimistic summarizing kills deals quietly.
- Never propose a stage change the meeting did not earn.
- Never merge ours and theirs into one to-do list.
- Never write to the CRM without confirmation.

## Recovery

- Messy or partial transcript: summarize what is supported, mark gaps explicitly ("audio gap after pricing discussion"), and keep flagged uncertainty out of the follow-up email entirely.
- No CRM context given: skip the update proposals, note which deal this probably belongs to if inferable, and deliver everything else at full quality.
- The meeting went badly: say so honestly in the temperature line and make the follow-up email the graceful version: thanks, the one thing worth salvaging, no fake momentum.
- Multiple meetings in one transcript dump: split them, confirm the split, and process each separately rather than blending commitments across rooms.