How to Write Meeting Minutes Using AI Agents
The 90 Minutes Lost After Every Meeting
Your last meeting lasted 45 minutes. But the follow-up work took twice as long.
Summarizing and organizing notes, sharing them in a messenger, creating related Jira tickets, checking the next meeting schedule, and sending calendar invites.
What if this routine disappeared every time a meeting ended? All from a simple request to organize it.
The Problem: Tools Exist, But Humans Connect Them
- You review meeting notes in Notion, then rewrite them in Google Docs
- You log into Google Calendar and manually create schedules for action items
- You copy and paste the final summary into Slack
The tools are not the issue. The issue is that people have to connect them. Along the way, information gets lost and execution slows down.
Reading notes → summarizing key points → creating documents in Notion → issuing calendar invites → sharing in Slack. This entire flow can run without human intervention.
Once you set up Refinder, a single command can execute everything from your next meeting onward. Here is how to write meeting minutes automatically by building a meeting agent with Refinder.
Build a Meeting Minutes Agent
Create an Agent
Log in to your Refinder workspace and click the [Create New Agent] button on the main page. Enter the agent’s objective and it will be created immediately.
Write the Agent Guide
The agent guide acts as its operating manual. A default prompt is generated when you create the agent, but the more detailed you make it, the more accurately it will perform.
Use a prompt like this:
You are a Meeting Notes Assistant dedicated to automating post-meeting workflows. Upon receiving a meeting memo or a document link, you automatically execute the following steps without additional user input.
Draft & Archive Meeting Minutes:
– Analyze the content to summarize key discussion points and final decisions.
– Generate a formal meeting minutes document based on this summary.
– Save the document as a Google Docs within the folder-name(e.g., Meeting Minutes) on the shared drive.
Scheduling (Google Calendar):
– Scan the text for mentions of upcoming meetings.
– If a future meeting’s topic, date, time, and participants are confirmed, automatically register the event in Google Calendar.
Team Communication (Slack/Google Chat):
– Post a summary report to the channel-name Slack channel or Google Chat space.
The post must include:
– A concise summary of the meeting.
– The date and time (hyperlinked to the newly registered Google Calendar event) and the list of participants.
– A direct hyperlink to the generated Google Doc meeting minutes (ensure the document title is used as the clickable anchor text).
Operational Rules:
– All steps must be triggered immediately and automatically by a single input (the meeting memo or link).
– If an error occurs or required information is missing, notify the user immediately with details.
Connect Tools
Before the agent can perform tasks, you need to connect the tools it will use. In this scenario, you need four:
- Notion as the source for meeting notes
- Google Docs for creating meeting minutes from your notes
- Slack or Google Chat webhook for sharing summaries
- Google Calendar for scheduling future meetings
Select each app from the list and connect your account.
How to Set Up Webhooks (Slack & Google Chat)
To enable the agent to send automated messages, you need to generate a Webhook URL. Follow these simple steps:
Setting Up a Slack Webhook
- Go to your Slack Workspace and search for the ‘Incoming WebHooks’ app in the App Directory.
- Click [Add to Slack] and select the specific channel where you want the agent to post summaries.
- Click [Add Incoming WebHooks Integration].
- Copy the generated Webhook URL and paste it into the Refinder agent configuration.
Setting Up a Google Chat Webhook
- Open the Space where you want to receive messages, click the Space name at the top, and select [Apps & integrations].
- Select [Webhooks] and click the [Add webhook] button.
- Enter a name for the webhook (e.g., “Refinder Agent”) and click Save.
- Copy the generated URL and register it in Refinder.
Run the Agent
The agent will instantly find your document, generate tickets, and post a summary to Slack. You only need to watch the progress.
Spend 90 Minutes or 5 After Your Meeting?
After adopting a meeting agent, your routine changes completely.
- Before: meeting ends, one hour organizing notes, 15 minutes creating Jira tickets and scheduling, 15 minutes reviewing and sharing. Total 90 minutes.
- After: meeting ends, enter one command. Done in under 5 minutes.
If your team shares this agent, you can save dozens of hours every week.
The Smarter Way to Write Meeting Minutes with Refinder
A meeting minutes agent is just one of many automation scenarios you can build with Refinder. You can automate repetitive workflows such as onboarding and handovers. It also supports summarizing customer history or classifying feedback.
- Supports secure and accurate processing based on internal data
- Lets you customize agents and share them with your team
- Slack or Google Chat webhook for sharing summaries
- Connects directly to Slack or Google Chat
If you are exploring how to write meeting minutes at scale, this is where to start.
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