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Discovery Call Notes to Action Items

Example prompt: "When a new call recording appears in our Fathom folder tagged 'discovery', pull the transcript, summarise it in our standard format (context, goals, constraints, next steps), create tasks in our Asana 'New Enquiries' project for each action item with owners, and draft a follow-up email in Gmail that thanks the prospect, restates what we heard, and confirms the next step. Don't send the email — leave it as a draft and post the link in #sales on Slack."

The Problem

Discovery calls are where engagements are won or lost, but the thirty minutes after the call — writing up notes, extracting action items, drafting a thoughtful follow-up — is the part that gets skipped when the next call is already starting. Notes end up scattered across Notion pages, Slack DMs and nobody's laptop, and the prospect is left wondering whether we were really listening. A late or vague follow-up is often the reason a promising conversation goes quiet.

How GloriaMundo Solves It

We build a workflow triggered by a new recording in a call-capture tool like Fathom or Fireflies. An integration step fetches the transcript and a URL extract step pulls out structured sections. An LLM step summarises the conversation in our house format — context, goals, constraints, agreed next steps — and extracts action items with proposed owners. Integration steps then create the matching tasks in Asana and draft a personalised follow-up email in Gmail that references specifics the prospect mentioned. The Glass Box preview shows the summary, the proposed tasks, and the draft email before anything leaves our hands.

Example Workflow Steps

  1. Trigger (webhook): New recording appears in the Fathom folder tagged 'discovery'.
  2. Step 1 (integration): Fetch the transcript and recording metadata from Fathom.
  3. Step 2 (llm): Summarise the call in the house format and extract a structured list of action items with owners and due dates.
  4. Step 3 (integration): Create tasks in the Asana 'New Enquiries' project for each action item assigned to our team.
  5. Step 4 (llm): Draft a personalised follow-up email that thanks the prospect, restates what we heard, and confirms the agreed next step.
  6. Step 5 (integration): Save the email as a draft in Gmail addressed to the prospect.
  7. Step 6 (integration): Post a message to #sales on Slack with links to the summary, the Asana tasks, and the Gmail draft.

Integrations Used

  • Fathom — source of the call recording and transcript (Fireflies or Otter work equivalently)
  • Asana — tasks are created in the 'New Enquiries' project
  • Gmail — draft follow-up email is saved for review
  • Slack — review links are posted in the sales channel

Who This Is For

Account executives and agency founders who run several discovery calls a week and want each prospect to feel heard without losing an hour to write-ups.

Time & Cost Saved

Writing a decent call summary, extracting actions, and drafting a thoughtful follow-up usually takes 20 to 30 minutes if we do it properly. This workflow brings that down to a 3-minute review of the preview. For someone running four discovery calls a week, that is an easy hour and a half recovered every single week, and more consistent follow-ups that actually convert.