Impact & Results
- Saved 30–60 minutes per meeting for team leads/account managers by eliminating manual task assignment
- Reduced missed deliverables through automatic follow-up reminders
- Improved accountability by assigning tasks directly to the note-taker
- Increased efficiency in project management workflows
- Received positive client feedback on timely updates and improved responsiveness
The Problem:
The team struggled with the consistent execution of client meeting action items. While meeting minutes were posted in Basecamp, many tasks remained unfinished by the next meeting. This created inefficiencies, extra workload for managers, and weakened client communication.
AI / Automation Tools
- Make.com – to build the automation workflow
- Custom GPT – to structure meeting minutes for easy task extraction
- ChatGPT – for troubleshooting node setup and workflow refinement
Result Achieved
- Time Saved
30–60 minutes per meeting previously spent on manual task assignment - Efficiency Improvement
Tasks are now auto-generated from meeting notes, ensuring timely execution and better accountability - Cost Saved
Indirect savings through reduced managerial hours and smoother workflows - Measurable Outcomes / KPIs
- Higher task completion rates before client meetings
- Consistent delivery of follow-ups to clients
- Reduced back-and-forth communication between managers and team members
Innovation & Scalability
What Makes this Automation Effective?
- Seamless integration of AI with project management workflows
- No extra tools required for team members; everything runs within Basecamp
- Unique combination of GPT-powered formatting and Make.com automation
Replicability
✅ Yes – can be applied across other teams or client accounts using Basecamp or similar platforms
Challenges Faced & How They Were Solved
- Node creation & troubleshooting: Workflow setup required trial-and-error; ChatGPT was used to debug and refine nodes
- Extracting action items: Freeform notes were hard to parse; a custom GPT was introduced to enforce a structured template
- Team adoption: Sharing the GPT simplified note-taking and improved consistency, making automation reliable
Automation Set Up for Assigning tasks automatically
- Workflow diagrams of the Make.com setup
Workflow diagrams of the Make setup for task assigning automatically
Task automations with text parser, HTML block extractor, Match pattern bullet lines, creating a to-do
- Meeting minutes formatted with custom GPT
- Sample structured minutes formatted via the custom GPT
Basecamp Minutes Formatter
- Screenshots of Basecamp task creation
- Basecamp task creation
