I run solid calls. I show up prepared, ask thoughtful questions, and stay fully present throughout the conversation. The connection usually lands. People leave the call feeling supported and seen.
But the moment the meeting ends, my focus starts shifting to whatever’s next. Not because I don’t care, but because I have another client waiting, another task to handle, or a small fire to put out somewhere else.
That’s where the follow-up can get lost.
I’ll open the transcript with the intention of writing a thoughtful email—something clear, personal, and timely. But instead, I end up skimming through forty-five minutes of conversation, trying to remember what really stood out. I rewrite a version of the same recap I’ve sent too many times before, or I put it off altogether and tell myself I’ll do it later when I have more headspace.
Then later becomes tomorrow. And by the time tomorrow comes, the thread has already cooled off and the moment to reinforce that momentum has passed. And even if the client doesn’t say anything, I can feel that delay.
Follow-up emails matter more than we think. They don’t just recap the call—they set the tone. They carry the conversation forward. Sending one quickly, with warmth and clarity, reinforces the trust you just spent an hour building.
But if you’re rushing to prep for your next meeting and you fire off something vague, or worse, nothing at all, that trust can quietly erode.
That was the tension I kept running into. I didn’t want to delegate this to someone else, and I didn’t want to rely on a template that felt cold or generic.
So I built a system that could handle it for me, without losing my tone or dropping the care.
What the system does
Here’s how it works now.
After every discovery or client call, I save the transcript into a folder in my Google Drive. That’s it. From there, the system takes over.
Behind the scenes, it:
Detects when a new file is added to that folder
Sends the transcript to GPT through OpenAI’s Assistants API
Runs a custom prompt that summarizes the conversation and drafts a warm, follow-up email
Includes bullet points, key takeaways, and next steps
Creates a draft inside Gmail
Leaves it for me to review and send
I don’t write anything from scratch. I don’t chase the client. I don’t delay the moment.
How I set it up
Tool: Make.com (automation platform)
Apps: Google Drive, OpenAI, Email
Trigger: New file added to a folder named "Transcripts"
Prompt I use with GPT:
“Write a friendly follow-up email summarizing key points from this call, with clear next steps. Use bullets. Keep it warm and conversational.”
Setup time: About 15–30 minutes
Once it’s connected, the system just runs. No extra clicks. No tabs to toggle through. No waiting until I "feel like it."
Why it’s worth doing
This isn’t about avoiding follow-up. It’s about keeping the quality of your communication high, even when your time and energy are pulled in other directions.
It’s easy to show up well on a call. What’s harder is maintaining that tone when the next task is already waiting. That’s where most follow-ups fall apart—not because we don’t care, but because we’re busy, human, and doing too much.
The right system doesn’t just save time. It preserves presence. It lets you follow through with consistency and clarity, without making every piece of communication a full lift.
And when you’re trying to build a business that runs on trust and attention to detail, that matters.
Want to try it?
I’ve packaged the entire system into a downloadable Make blueprint. You can import it, plug in your accounts, and have it running in under 30 minutes.
👉 Learn how to import blueprints to your Make.com account
If you’re already running great calls, you don’t need to overhaul your follow-up process. You just need a system that meets you where your energy actually goes.
That’s what this one does for me.
Thanks for reading,
Tam
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