Every founder I know has the same problem: you leave a meeting with a head full of action items, and half of them evaporate before you've finished your coffee.
I've tried every system. Handwritten notes. Voice memos. Manually logging items in a task tracker. The optimistic, "I'll just remember it." None of them stuck. The problem nowadays isn't capturing what was said, since Notion's AI and other similar AI notetakers handle that beautifully. The problem is keeping track of it after the meeting ends.
So I built a workflow that extracts my action items from meeting notes and routes them automatically to where I'll actually see them: internal tasks to Notion, client work to Linear. With one click after a meeting, and everything lands in the right place.
The Problem with Meeting Notes
If you use Notion AI Meeting Notes (or Granola, or any AI transcription tool), you've already solved the hard part: getting an accurate record of what was discussed. The transcription is there. The summary is there. The AI even helpfully identifies action items.
But then what? Those action items sit in a meeting note page that you'll never look at again. They're not on your task board. They're not in your project tracker. They're trapped in a document.
The gap between "documented" and "actionable" is where things go to die.
How the Workflow Works
Here's what I built using Zapier and Notion:
Notion AI Meeting Notes captures and summarises my meetings, complete with a transcript and AI-generated summary, in a Notion database
When I click a button on the meeting note page, it triggers a Zap via webhook
The Zap retrieves the full content of the meeting note: summary, transcript, everything
A Zapier Agent reviews the content and identifies action items explicitly assigned to me
The agent routes each task to the right destination:
Internal work (sales, marketing, finance) → my Notion Tasks database
Client delivery work → Linear, which I prefer for tracking more technical work
Each task gets linked back to the original meeting note for context
The whole thing takes about 30 seconds to run. One click, and I'm done.
The Clever Bit: Getting Meeting Note Content via MCP
Here's where it gets interesting.
Notion's AI Meeting Notes are fantastic, but there's a catch: the public REST API doesn't (yet) support reading content from the Meeting Notes block type, which means the native Zapier integration can’t access it either. If you try to retrieve a meeting note page via Zapier's standard Notion integration, you get the page metadata but not the actual transcript or summary. The content comes back as an "unsupported block type."
For a while, I was copying and pasting the meeting block content into another section of the page, running the automation, and then deleting the duplicate copy. Like an animal.
Then I remembered: Notion has an MCP server, and that Zapier lets you to use any remote MCP server within a Zap.
The solution? Zapier's MCP Client action. This feature lets you invoke tools from any MCP server directly within a Zap. Instead of using Zapier's standard Notion integration, I use the MCP Client to call Notion's notion-fetch tool, which returns the complete meeting note content, including the full transcript and the AI summary.
💡
MCP (Model Context Protocol) is an open standard that lets AI assistants connect to external tools and data sources. Notion launched their MCP server earlier this year, and it supports everything—including Meeting Notes blocks.
It's a workaround, and it works beautifully.
The full meeting note content from Notion’s MCP server. It looks like gobbledygook, but the Agent will understand it!
The Routing Logic
The Zapier Agent does the heavy lifting of classification. Here's the gist of the instructions I gave it:
Extract action items assigned to me. Look for phrases like "Dennis to...", "Dennis will...", or first-person commitments ("I'll send...", "I need to..."). Skip vague intentions and tasks assigned to others.
Classify each task:
Internal if it relates to sales, marketing, finance, or admin for my own business
Client delivery if it's work scoped to an active client engagement
Route accordingly:
Internal tasks → Notion, with a link back to the meeting note
Client tasks → Linear, assigned to the relevant client team, with the meeting note attached
The agent handles edge cases gracefully. If something's ambiguous, it defaults to Notion—I can always move it later.
Why This Matters
Before this workflow, I was spending 10-15 minutes after every meeting manually extracting and logging tasks. Some meetings had none; others had a dozen. The inconsistency made it easy to skip, and skipping meant losing things.
Now I spend zero minutes. The automation catches everything, routes it correctly, and links it back to the source. When I pick up a task a week later and wonder "what was the context here?", the meeting note is one click away.
It's not about saving time (though it does). It's about trusting that nothing will slip through the cracks.
Try It Yourself
This workflow uses:
Notion (Business plan or above for AI Meeting Notes)
Zapier with Agents and the MCP Client action
Linear (or any task tracker you prefer)
The hardest part is crafting good instructions for the agent. The model needs to understand what counts as an action item, who "you" are, and how to distinguish internal from external work. Expect some iteration.
If you want help setting this up, or building something similar for your team, let's talk.
Looking to automate more of your operations? At work.flowers, we build custom workflows that take the busywork off your plate so you can focus on what matters. Book a discovery call or message us on WhatsApp.
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