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stack-tweaks intermediate 9 min read

Stack ChatGPT + Otter + Notion for client meeting notes that practically write themselves

Summary. Agencies and consultants lose 30–60 minutes per client call writing recap emails. This stack — Otter records, ChatGPT structures, Notion stores — turns 60 min of post-meeting work into 8 min of review-and-send.

Tools needed: Otter Pro ($17/mo), ChatGPT Plus or API ($20/mo), Notion (free), Zapier or Make.com (free tier), 25 minutes to set up.

The problem

Client recap emails are high-leverage but low-energy work. They land at the end of a long day. Skipping them costs trust; doing them sloppily costs renewals. Otter alone gives you the raw transcript but no structure. ChatGPT alone needs you to paste 20 minutes of conversation. The stack solves both.

Step-by-step

  1. Set up Otter to auto-join your calendar (Otter Assistant, free with Pro). It will silently record every meeting.
  2. In Notion, create a database called Client meetings with columns: Client, Date, Transcript, Summary, Action items, Next steps, Recap email draft.
  3. Create a Make.com scenario:
    • Trigger: Otter webhook for "transcript completed".
    • HTTP module: fetch the full transcript text.
    • OpenAI module 1: summarise into 5 bullets.
    • OpenAI module 2: extract action items as a JSON array, owner-tagged.
    • OpenAI module 3: write a recap email in your voice (paste 2 examples in the prompt).
    • Notion module: create a row with all 4 fields.
  4. After each meeting, open the Notion row, review the 3 AI outputs, copy the recap email, paste into Gmail, hit send.

Expected outcome

From end-of-call to recap-sent in 8 minutes instead of 45. Action items live in Notion so they actually get done. Transcripts are searchable for "what did the client say about pricing in the May call" — invaluable for renewal conversations.

Gotchas

  • Always disclose recording. Otter will show "Otter is taking notes" in most apps but legal varies by state — get explicit consent at the start of each call.
  • The recap-email prompt needs 2 real examples to nail your voice. Use a 5-min Friday afternoon to seed it.
  • Scrub PII before storing transcripts long-term. Add a Make module that redacts emails and phone numbers if your clients are in regulated industries.

Time to set up: 25 min. Estimated savings: 30–45 min per meeting.