The Brief
Taskforce is a Dutch online marketing agency with a team of 24 people. With multiple client meetings happening every day, keeping track of conversations, decisions, and follow-ups is essential for maintaining strong client relationships.
Managing Director Quint van der Meer approached Simplicity Labs with a practical challenge: his consultants found it difficult to be fully engaged in meetings while also capturing everything discussed. Important details were getting lost, and the team needed a way to stay present in conversations without sacrificing documentation.
The Challenge
The team’s meeting workflow presented several problems:
- Divided attention — Consultants had to split focus between engaging with clients and writing notes. During a good brainstorm session, there are dozens of ideas worth capturing, but writing them down pulls you out of the conversation.
- Lost action items — Tasks mentioned during meetings often went unrecorded, leading to missed follow-ups
- Inconsistent documentation — Note quality varied depending on who took them and their workload that day
- Information gaps — With multiple channels and specialists working across different accounts, it was hard to keep up with what happened in meetings you weren’t part of
The team had tried other transcription tools, but they didn’t deliver the quality or format the team needed.
“During a good brainstorm session, there are tons of ideas that you want to write down. But you don’t want to get distracted doing it.”
— Taskforce
The Solution
Simplicity Labs developed an automated workflow that captures, processes, and delivers meeting summaries without manual effort.
We built this using n8n, a low-code automation platform. While we also develop custom AI agents with frameworks like LangGraph for more complex scenarios, n8n was the right choice here. It gives Taskforce visibility into the workflow and the option to make adjustments themselves if needed.
The automated meeting workflow in n8n, from Fireflies transcription to Slack delivery
Automatic Recording & Transcription Fireflies.ai joins every Google Meet automatically, recording and transcribing the conversation in the background. No one needs to remember to start recording.
AI-Powered Extraction Within 15 minutes of the meeting ending, AI processes the transcript and extracts:
- A summary of key discussion points
- Action items with assigned ownership
- Decisions and commitments made
- Notable concerns raised
Slack Delivery The processed summary arrives directly in the relevant Slack channel, formatted and ready to read.
The workflow runs entirely automatically. The meeting ends, and within minutes the team has a complete summary. All agreements — budget increases, target changes, commitments — are now on digital paper.
Results & Impact
The automation delivers modest time savings but major quality improvements. While saving 2.5 hours per week is valuable, the real impact is how it transforms client interactions and team coordination.
Time & efficiency metrics:
| Metric | Result |
|---|---|
| Time saved per meeting | 5 minutes |
| Time saved weekly | 2.5 hours across the team |
| Meeting coverage | 95% of meetings now documented |
| Processing time | Summary delivered within 15 minutes |
Quality improvements:
- Full client focus — Consultants can be completely present in conversations instead of divided between listening and note-taking
- Zero missed action items — Every task and commitment is captured automatically, eliminating dropped follow-ups
- Consistent documentation — Quality no longer depends on who took notes or how busy they were that day
- Better client relationships — Sending professional recaps after every call strengthens trust and accountability
- Team-wide visibility — Specialists can catch up on any meeting across different accounts, reducing information silos
“With lots of channels it’s hard to keep up with all the different meetings for the specialists. Now everybody can read what happened.”
— Taskforce
Client Testimonial
"The team at Simplicity Labs understood our challenge immediately. When you're taking notes, it's hard to really focus on the conversation. Now our consultants can be fully present with clients, and all agreements end up on paper automatically. Budget changes, targets, commitments - nothing gets lost anymore."
Key Takeaways
Automate documentation, focus on relationships. Note-taking during client conversations is a distraction. Automating this task allows the team to concentrate on what matters — the client.
Deliver information where people work. Slack is where Taskforce’s team operates. Delivering summaries there ensures they get read and acted on.
Summaries over transcripts. A focused summary with clear action items is more practical than a full transcript. The team tried other tools before, but the quality wasn’t there.
Tired of splitting your attention between clients and note-taking? Let’s talk about automating your meeting workflow.