How I Built an AI-Powered Workflow to Turn Meeting Notes Into Team Execution (With AI)

I built an AI virtual assistant using Fathom, Zapier, Asana, and Slack. Here’s how.

If you’ve ever ended a day of back-to-back meetings thinking “Sigh. Now I have to sit-down and send-out everyone’s action items” —this post is for you.

Meetings are where decisions are made—but too often, that’s where they stay.

After hours of back-to-back calls, we all walk away with action items that feel like smoke: you saw them, they existed, but they vanished as soon as the Zoom window closed.

So I built a system to fix that.

Using Fathom, Zapier, Asana, and Slack, I created a lightweight, AI-powered assistant that helps me track what got said, what needs doing, and who’s responsible—without adding any extra manual work.

It’s not perfect. But it’s already saving me hours each week and closing the gap between talking about work and actually doing the work.

Here’s how it works—and how you can set it up too.

⚡Want the Zap templates I’m using? Comment “Fathom” and I’ll send over the exact workflows with screenshots.

The Problem

I work across multiple companies, and so in addition to back-to-back meetings, I’m also trying to jugle context-switching across multiple businesses, project management tools, and Slack instances.

There are tons of AI-powered Meeting Notes tools, but I wanted more than clean summaries and recordings.

What I really needed was a way to automatically extract action items and push them into our actual project management tools so they live-on past the meeting.

I want to:

• Extract action items from meetings (mine and my team’s) — assigned and ready for triage

• Push those tasks into Asana, where we actually manage work

• Send summaries to Slack, where that we maintain momentum in-between meetings

• Do all this without my involvement every time

The Stack

Here’s the tools stack I came up with:

• Fathom – An AI-powered note-taker that records, transcribes, and summarizes Zoom or Google Meet calls.

• Zapier – Glues everything together and connects apps like Fathom, Slack, and Asana, triggering workflows based on events.

• Asana – My team’s primary task management tool.

• Slack – Where summaries get visibility and where we share updates, insights, and decisions in real-time.

With these tools working together, every meeting becomes a launchpad—not just a memory.

Building the System

Here’s what happens after every meeting:

1. Fathom records and transcribes the call.

2. Fathom’s AI generates a summary and action items

3. Zapier catches the new summary and:

• Pushes the full summary to a Slack channel (usually #meeting-notes or a workstream-specific channel)

• Pushes each action item to a designated Asana board

1. The tasks land in the “Preparing” column, where my Chief of Staff and I review them in our daily sync.

2. Every task is tagged “Fathom” so I can quickly filter, triage, and audit what the AI surfaced.

Here’s what my v1 Meeting notes Slack post looked like:

It looked pretty clunky, so here was a cleaned-up v2:

Each of those bullet points deep-links to a spot in the Fathom meeting recording:

Business Impact

Some of the benefits of pushing the note and action items into Slack:

• Seeing the action items in Slack provides a little nudge that pushes folks to maintain momentum in-between meetings

• The extended team who couldn’t attend has visibility into what happened without watching an hour-long recording

• It builds a transparent knowledge loop across departments

This has helped reduce the number of unnecessary check-ins and “hey, what was the outcome of that meeting?” messages across our teams.

I also love that we’re pushing Action Items into Asana: it’s cut the time I spend writing-up action items by 75% - now I just have to tweak (and sometimes delete extraneous) action items directly in Asana.

What’s Working (and What’s Not)

The Fathom → Slack integration took some tweaking via Zapier. The summaries initially came in messy, but after some testing, I got them formatted cleanly with consistent formatting and the right Slack mentions.

The Fathom → Asana integration, however, worked out of the box. Tasks get created with:

• The meeting title (if included)

• Assigned owner (if Fathom detects one)

• Notes, links, and due dates (if mentioned)

That said, Fathom can be a little generous when it comes to action items. It often overidentifies tasks, so we’ve gotten into the habit of doing a quick review. Still—too many is better than none.

I push everything into the shared board that my Chief of Staff and I review every day. Specifically, into a “Preparing” column, where we triage and assign them during our daily check-ins.

By tagging all tasks with “Fathom”, we can filter for just those items, clean up false positives, and turn the real ones into owned deliverables.

Edge Cases and Limitations

One thing I’m still testing is multi-org usage. I work across 3–4 companies, each with different meeting platforms and logins. Can Fathom handle multiple Google Meet and Zoom accounts?

So far, the desktop app seems like it might handle this better than the browser extension.

Another challenge is routing notes and tasks to the right workstream. Ideally, I’d love for:

• Product Marketing meetings → Client’s PMM Team Slack + Asana board

• RevOps meetings → Client’s RevOps Team Slack + Asana board

• Internal meetings → Internal Slack and Internal Asana instance

Bonus: Route Summaries to Specific Channels or Workstreams

I’ve thought about a solution here but haven’t implemented it yet. It should be easy to dynamically route notes/actions using the meetings attendees or the meeting name.

The way I would do that would be to add workstream prefixes into meeting titles, like:

• [RevOps] Q2 Pipeline Review

• [PMM] Feature Feedback Call

If you did that, you could add a if/else function in Zapier that could pick-up the prefix and route the notes + tasks to the correct Slack instance / channel and the correct Asana instance / project board.

Cost and Setup Time

• Fathom has a solid free plan, but you’ll need the paid tier (~$XX/month) to unlock Zapier integration.

• Setting up all the zaps took me ~1–2 hours end-to-end. If you’re familiar with Zapier, it’s straightforward. If not, I’ll be sharing the exact workflows I use.

I’ll continue refining it—but even in this early state, it’s a force multiplier.

Want the Zap templates I’m using?

👇 Just comment “Fathom” and I’ll send them over.