Welcome to the last tutorial in our Automate project management with AI course!

This tutorial shows you how to streamline project communication by creating a workflow that automatically joins your project meetings, generates transcripts, updates your project management tool with keynotes, and sends automated updates to stakeholders through different communication channels.

At the end of this tutorial, you’ll be able to:

• Add Lindy’s meeting notetaker and refine the workflow.
• Update your project management tool.
• Test the meeting and review the outputs.

Let’s get right into it!

Step 1 - Add Lindy’s meeting notetaker and refine the workflow

First, you'll need to head over to Lindy and sign in (or create an account if you haven't already done so).

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Once you're logged in, look for the "Meeting Notetaker" template and click on it. We'll be using this template as the foundation for automating your workflow.

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To trigger the workflow automatically, we need to connect to Google Calendar. Find the "Calendar Event Started" step and click on it. This is where you'll connect your Google Calendar. This connection will allow the flow to kick off whenever your project meetings begin. Click the orange button in the sidebar on the right. 

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Quick Tip: You can add a filter to make sure the workflow only runs for your project meetings. You'll want to set up a trigger filter for specific meeting names. In this case, we can filter for calendar events with "Web Development Project" in the title.

This filtering serves two purposes:

• It prevents the workflow from running unnecessarily, which saves your Lindy credits
• It ensures the automation only triggers actual project meetings, not every calendar event

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Let’s customize your workflow! To start, connect both your Gmail and Slack accounts. This will allow the system to send automated messages seamlessly.

After that, you can fine-tune the workflow to suit your preferences. You’ll have options to adjust the AI’s writing style for meeting summaries, decide what name your Lindy recording bot will display, and configure how your notes are created and shared with your team.

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Step 2 - Update your project management tool

Now that we’ve established the basics, we can add a step to share meeting updates in our project management tool. In Airtable, this involves creating a new table for these notes. Click the "Add or import" button in the table navigation to start.

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Name it something good. We’ll use ‘Android Meeting Recap.’ Populate the Name, Notes, and Meeting Date fields. 

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Quick Tip: You can add a link to your Tasks from this table to connect specific project tasks to your meeting data.

Next, we head back to Lindy to add a step that sends the meeting recaps to Airtable. To do so, click the ‘+’ button right below the Slack step.

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Find and select the Airtable "Create Record" action, then map the data to the "Meeting Recap" fields you set up earlier—pulling the Name from the calendar event, the Notes from the email body, and using an AI prompt to capture the Meeting Date.

Quick Tip: You don’t have to use these input variables. You can adjust the structure or format and combine different Lindy outputs to suit your project management tool.

Remember to click the ‘Save’ button at the top right corner of the Lindy page to save your final flow.

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Step 3 - Test the meeting and review the outputs

Now, it’s time to test the automation. Create a sample meeting in your Google Calendar that matches the Lindy flow trigger criteria.

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Start your video call and let the Lindy Meeting Notetaker join. Be sure to say a few things during the call so that the recording can generate a transcript and meeting recap.

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Once the meeting wraps up, all invitees should receive a summary of what was discussed.

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You’ll also receive a brief recap sent to you via email and Slack.

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You can check out the Lindy Task view in the flow to see a detailed step-by-step audit trail of all the actions Lindy took during the automation. This makes it easier to troubleshoot and improve your workflow.

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Finally, head over to Airtable (or your preferred project management tool) to see the mapped data that’s been pushed to your project.

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And that’s a wrap! You now have a fully automated system for generating meeting notes, sharing them with project stakeholders, and storing them in your project management tool.

Congrats! You've completed our Automate project management with AI course. You’re now all set to streamline your projects with AI, saving yourself and your stakeholders a ton of time and effort.