Automating Meeting Workflows for a Financial Planning Practice
CASE STUDY
How it went...
→ Freed up hours of adviser and associate time each week by eliminating manual post-meeting admin
→ Delivered clear, compliant, and consistent meeting documentation across the entire client journey
→ Enabled faster turnaround for advice documents through ready-made summaries and paraplanning inputs
→ Gave the team a reliable system that works quietly in the background, with zero double-handling
→ Created new opportunities to build downstream automations for task management and internal workflows
→ Positioned the business as forward-thinking and process-driven in the eyes of both staff and clients
How it started…
When we began working with this client, their internal team was manually managing the outcomes of client meetings. From transcribing conversations to generating follow-up tasks, each meeting, whether with new prospects or existing client, created hours of manual work. This not only slowed down the advice process but also introduced unnecessary human error and compliance risk.
We designed and implemented a custom automation workflow that streamlined the entire post-meeting process using Microsoft Teams, transcription tools, and AI-powered content generation.
What we did…
- Audited their existing meeting workflow to identify high-friction manual tasks across different client meeting types
- Built a smart transcription and AI summarisation process triggered directly from Microsoft Teams recordings
- Created tailored output structures for First Appointments, Discovery Meetings, SOA Presentations, and Review Meetings
- Developed dynamic meeting templates that auto-generate notes, checklists, task summaries, and paraplanning drafts
- Implemented a centralised storage system (via Box) to keep all outputs organised and accessible for the advice team
- Laid the foundation for ongoing automation – enabling future integrations with task management tools and internal workflows
