Here's something that probably sounds familiar.
You get off a call. You made two or three promises. You're onto the next thing, and one of those commitments quietly disappears. Not because you're disorganized. Just because you're human.
I used to handle this with sticky notes, a Todoist list I'd update manually after each call. It kind of worked. But I was still the bottleneck.
About four months ago, I built an agent that removed me from that process entirely.
What the Agent Does
My AI notetaker handles 9+ tasks after every call. The one that changed my day-to-day: it listens for verbal commitments and creates a Todoist task with the right due date automatically.
If I say I'll get you a proposal by Monday on a Wednesday call, I close Zoom, and a task is already in Todoist: Send proposal to [name]. Due: Monday.
The full sequence after each meeting:
- Meeting gets recorded and transcribed
- Summary generated
- Action items pulled out, tasks created in Todoist with due dates
- CRM updated with notes from the call
- Draft follow-up email queued for my review
The whole thing runs in the background while I grab coffee.
Why I Built It This Way
There's a principle I come back to: automate the stuff that happens every day first. I call this the 80/20 rule for agent building. Daily loops create compounding ROI. Quarterly workflows just don't move the needle the same way.
Meetings happen every day. Admin after meetings happens every day. That's the loop worth building first.
What Happened With a Client
A few months back I deployed a version of this for a commercial real estate client. His sales team had the universal sales team problem: great at calls, terrible at CRM admin afterward.
Same agent concept. Calls end, the agent transcribes, CRM updates automatically, action items created, follow-up emails drafted. What used to be 30 minutes of post-call admin per rep now happens instantly.
The Email Cleanup Layer
I also layered in a weekly inbox cleanup agent. Every Friday at 9am it goes through my inbox and archives emails older than 7 days. But with rules: anything related to LATT3, Padel Society, or fundraising always gets flagged. Promotional stuff just gets cleared out.
Two layers: real-time triage during the week, deep clean on Fridays. My inbox is finally not a source of stress.
Where to Start
I have 40+ agents running now. When I show my agent library in workshops, people sometimes feel overwhelmed. But I've been building since early 2025, adding one at a time.
You don't start with 40. You start with one. The thing that happens every day and drains a little energy every time. For most people I talk to, that's the meeting notetaker.
If you want to see the setup, drop a comment or reach out. I run workshops in Austin where I walk through this live.
