My Breaking Point
Like most people, I usually have 7–200 things floating around in my head at any one time. If you stop me in the hallway and ask, I’ll probably remember three.
And I have this habit: the moment I hand a project off to someone else, I clear it from my mind. Great for delegating. Not great for managing.
For years, I reminded my team:
“Bring a pen and paper to every meeting.”
“Update your Notion project list so I can follow up.”
But nobody is perfect. Things still got dropped.
Then the nightmare scenario: a client calls. “What’s the status of Project X?”
And my brain goes blank. Who did I hand it to? What’s the timeline? Why isn’t it on anyone’s list?
That’s when I knew something had to change.
The Agenda That Keeps Us Sane
We rebuilt our production meetings around a tight agenda. No more wandering conversations or endless side quests. Here’s what we cover every week:
Top Current Projects & Timelines
New Projects
Status Updates
Blockers (“What’s keeping you from doing your job?”)
Wrap & Review
This alone made meetings sharper. But the real transformation came when we added AI.
Our AI Workflow for Meetings
Here’s exactly how we run production meetings now:
Record the meeting.
Apple Voice Memo on an iPhone in the middle of the table.
Remote teams can record Zoom/Teams.
Get the transcript.
Apple Voice Memo automatically generates a written transcript.
No extra services required.
Summarize with AI.
Copy the transcript into ChatGPT.
Paste this prompt (or tweak it for your business):
“Summarize this meeting into a project list with owners, deadlines, blockers, and next steps. Highlight anything that changed during the conversation.”
The AI will output:
Who is working on what
Deadlines (and changes from last week)
Blockers that need resolution
Priorities—what must be done first
Updates for project lists (Notion, Asana, Trello, even spreadsheets)
Distribute & lock it in.
We email the summary to the team right after the meeting.
Everyone has until after lunch to make edits.
After that, it’s locked in until the next production meeting.
Set the rhythm.
Our team meets weekly.
For urgent or complex projects, we’ll add a quick extra check-in.
Your team could run this daily stand-up style or twice a week depending on workload.
This system keeps us focused on the conversation, not the notes. And nothing slips through the cracks.
👉 Prompt of the Week
After uploading your transcript, paste this into ChatGPT:
"Summarize this meeting into a project list with owners, deadlines, blockers, and next steps. Highlight anything that changed during the conversation."
The Bottom Line
Meetings don’t have to feel like chaos.
With a tight agenda and a simple AI workflow, you can:
Shorten meeting time
Capture shifting priorities in real time
Hold the team accountable
Keep clients happy with fast, accurate updates
It’s not perfect—but it’s a whole lot better than guessing.
Ready to Start Something of Your Own?
This same principle—stop overcomplicating and just get moving—is at the heart of the Start Something Kit.
Most people spin their wheels with logos, LLCs, or waiting for the “right” moment. The truth? You don’t need any of that until you’ve made your first sale.
That’s what the kit helps you do: sell first, then build around real momentum.
Take the quick quiz to see if you’re ready to start something (spoiler: even if you fudge the answers, you’ll still unlock $22 off the kit).