Internal Comms & Meetings

How to write meeting notes as Small Marketing Teams

Internal Comms & MeetingsFor Small Marketing Teams3 apps12 steps~24 min to set up

Your three-person team runs 15+ meetings a week — campaign kickoffs, agency check-ins, CEO briefings, pipeline reviews, contractor syncs — and nobody has time to take notes. The action items from Monday's campaign review are in someone's personal Notion page, the decisions from last week's paid media debrief live in a Slack DM, and the Q2 event planning call three weeks ago? Nobody can remember what was agreed. You're rebuilding context every time you start a follow-up conversation, and at least once a quarter something falls through the cracks because the person who was supposed to remember it didn't write it down. Otter.ai or Google Docs transcripts exist but nobody searches them.

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Internal Comms & MeetingsFor Small Marketing Teams3 apps12 steps~24 min to set up

Outcome

What you'll set up

Automatic meeting transcription with summaries, key decisions, and action items extracted after every call — no manual notes required

A searchable archive of every campaign kickoff, agency brief, and leadership sync so 'didn't we decide this last month?' takes ten seconds instead of twenty minutes of Slack archaeology

Action items routed to the right person with due dates so nothing is silently dropped between the call ending and the follow-up meeting starting

The Starch recipe

Apps, data, and prompts

The combination of Starch apps, the data sources they pull from, and the prompts you use to drive them.

Apps used

Meeting Notes Task Manager Knowledge Management

Data sources & config

Meeting Notes connects to Google Calendar (Starch syncs your Google Calendar data on a schedule, covering 12 months back and 3 months ahead) to pull scheduled calls and match transcripts to the right meeting. Task Manager captures extracted action items. Knowledge Management connects to Notion via Starch's scheduled sync so archived summaries land in your existing team wiki automatically. Gmail is connected via Starch's scheduled sync for any follow-up email threads tied to meeting decisions.

Prompts to copy

Transcribe today's Q2 campaign kickoff call, summarize the key decisions, and list every action item with the person responsible and a due date.

After each meeting this week, add all action items to my task list tagged by project — paid media, content, events, lifecycle — and flag anything due within 48 hours as P1.

Archive this meeting summary to our marketing team wiki under the 'Campaign Planning' section and tag it with the campaign name and quarter.

Run these in Starch → or paste them into your favorite agent

Walkthrough

Step-by-step

1 Connect Google Calendar — Starch syncs your calendar data on a schedule, so Meeting Notes already knows what calls are on the books for the week and can match transcripts to the right event automatically.

2 Connect Notion via scheduled sync so every meeting summary that gets archived flows directly into the correct database in your existing team wiki — no copy-paste, no manual filing.

3 Connect Gmail via Starch's scheduled sync so the agent can cross-reference email threads related to a meeting (e.g., the pre-brief from your agency) when building the summary.

4 Start the Meeting Notes app and tell it: 'Transcribe all my marketing team meetings this week, generate a summary with key decisions and action items for each one, and assign action items to the named person on the call.'

5 After each call ends, review the generated summary — usually under two minutes. Correct any misattributed names or misheard campaign names before archiving.

6 Tell Task Manager: 'Import all action items from today's paid media debrief, tag them under the Paid Media project, and set due dates based on what was said on the call. Flag anything due before Friday as P1.'

7 Tell Knowledge Management: 'Archive this meeting summary under Campaign Planning > Q2 2026, tag it with the campaign name, and make it searchable by anyone on the marketing team.'

8 At the start of your next weekly team standup, tell Meeting Notes: 'Pull the summaries from all marketing meetings last week and give me a one-paragraph rollup of decisions made and open action items not yet closed.'

9 Before your monthly CEO pipeline briefing, ask: 'Search meeting history for all discussions about MQL volume, pipeline contribution, and marketing-attributed revenue from the last 60 days and summarize the key points.'

10 For recurring syncs with your content contractor, set up a weekly automation: 'After every Thursday contractor sync, extract action items, add them to the Content project in Task Manager, and send a summary to the contractor via Gmail.'

11 When someone on the team asks 'wait, did we decide to pause the LinkedIn campaign or just reduce budget?' — open Knowledge Management and search; the exact decision and who made it will surface from the archived summary.

12 Review Task Manager's weekly completion view every Friday: see which meeting-generated action items got closed, which are overdue, and which need to be escalated or re-discussed at next week's standup.

See this running on Starch

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Worked example

Q2 Demand Gen Kickoff — April 2026

Sample numbers from a real run

Meetings transcribed in one week	11
Action items extracted automatically	34
Action items closed by Friday (vs. verbal-only baseline)	28
Minutes spent on manual note-taking	0
Minutes to find the 'did we pause LinkedIn?' decision	2

In the first week of April, the three-person marketing team ran 11 meetings: the Q2 demand gen kickoff, two agency check-ins (paid search, creative), a contractor content sync, a product marketing alignment call, two internal standup meetings, a lifecycle strategy session with the VP of Growth, a CEO pipeline briefing, and two event planning calls for the May user summit. Meeting Notes transcribed all 11 automatically, generated plain-English summaries with key decisions highlighted, and extracted 34 action items across the team. By end of day Friday, 28 of those 34 were closed — compared to the prior quarter where the team estimated roughly half of verbally-agreed action items were followed up on at all. The lifecycle strategy session surfaced a decision to pause the re-engagement sequence for contacts older than 18 months; when a new contractor asked about it three weeks later, searching the Knowledge Management wiki for 'reengagement pause' returned the exact meeting, the exact decision, and the person who made the call — in about two minutes.

Measurement

How you'll know it's working

Action item close rate week-over-week (meeting-generated tasks completed vs. assigned)

Time-to-searchable for each meeting (how quickly a summary is archived and findable in the team wiki)

Number of 'what did we decide?' interruptions per week — a proxy for how well institutional knowledge is being captured

Campaign brief turnaround time (from kickoff call to written brief in Notion)

Recurring meeting prep time (minutes spent reviewing prior meeting summaries before a standing sync)

Comparison

What this replaces

The other ways teams handle this today, and how the Starch version compares.

Otter.ai

Transcribes well but doesn't extract action items, assign them to people, or route them to a task list — you still have to read the transcript and do that work manually.

Notion AI meeting notes

Requires the meeting to happen inside Notion's ecosystem and doesn't connect to Google Calendar, Gmail, or your task tracking automatically — it's a document feature, not a workflow.

Manual Notion docs + Slack follow-ups

Works until someone forgets to write notes or the person who took them leaves the company; no searchable history and no automatic action item extraction.

Fireflies.ai

Good transcription and CRM sync for sales teams, but the marketing-specific workflow — archiving to your Notion wiki, routing action items by project tag, weekly rollup for the CEO briefing — requires manual setup that Starch handles through natural-language prompts.

On Starch RECOMMENDED

One platform — meeting notes, task manager, knowledge management all running on connected data. Setup in plain English; numbers stay current via scheduled syncs and live agent queries.

Try it on Starch →

FAQ

Frequently asked questions

Does Meeting Notes work if our calls are on Google Meet, Zoom, and sometimes just a phone call with a contractor?

Meeting Notes captures the transcript regardless of how the meeting happened. For video calls, it joins as a participant. For phone calls or informal syncs, you can paste a transcript or audio file in and ask Starch to summarize and extract action items from it. Google Calendar sync means scheduled video calls are picked up automatically; anything informal you can trigger manually.

We already archive meeting notes to Notion. Will this duplicate everything or replace our current system?

It works alongside your current Notion setup, not instead of it. Starch syncs your Notion data on a schedule and can write summaries into the specific database or page structure you already use. Tell Starch exactly where summaries should land — 'archive this under Marketing > Campaign Planning > Q2 2026 in Notion' — and it follows that structure.

What if the transcript misattributes a speaker or gets a campaign name wrong?

The summary review step (step 5 in the workflow above) exists for exactly this reason. It takes under two minutes for a typical 45-minute meeting. You correct it before archiving, so the searchable history is clean. Starch doesn't claim perfect transcription accuracy — it claims that reviewing and correcting an AI draft is faster than writing notes from scratch.

Is our meeting content stored securely? We discuss unreleased campaign strategy, pricing, and pipeline numbers on calls.

Honest answer: Starch is not SOC 2 Type II certified today. If your company requires SOC 2 Type II certified vendors for any tool that handles sensitive strategy discussions, you should know that before connecting. If your current tooling (Otter.ai, Google Meet recordings) is acceptable without that certification, Starch is in the same category.

Can it handle action items that involve people outside our marketing team — like the CEO or a contractor?

Yes. When you tell Meeting Notes to extract action items, you can specify 'assign them to the named person, and for action items owned by people outside our team, flag them separately so I can follow up via Gmail.' The Gmail scheduled sync means Starch can draft the follow-up email for external owners too.

We do a monthly 'why did MQLs drop?' briefing for the CEO. Can Meeting Notes help with prep?

This is a good use case. Tell Starch: 'Search all marketing meeting summaries from the last 60 days for any discussions about MQL volume, lead quality, or pipeline contribution, and give me a one-paragraph summary of decisions made and hypotheses discussed.' That becomes the backbone of your briefing prep in a few minutes rather than re-reading every Notion page from the past two months.