26/08/2026
Your weekly meeting can write its own to-do list. Here's the build, it takes about ten minutes, free to start, and includes two steps that we have noticed most people skip.
This is for anyone who runs a recurring meeting and then spends twenty minutes afterwards trying to remember what was actually agreed.
By the end of this, that meeting produces a list of decisions and owners on its own, in about ninety seconds, with nobody taking notes.
How to build it:
Pick one meeting. Your weekly team catch-up. Not client calls yet, start where a mistake is cheap.
Install one tool. Otter if you want the full transcript. Granola if you'd rather it sat quietly in the background and just gave you notes.
Before the first meeting, turn off training on your data. Granola uses captured meetings to improve its models by default on the free and business plans, you switch that off yourself, in settings. Two minutes, and it's the difference between trialling a tool and donating your commercial conversations to one. Check the same setting in Otter.
Tell the room/audience/customer it's running, out loud, before you start. In NSW, WA, SA, Tasmania, the NT and the ACT, recording a private conversation generally needs the consent of everyone in it. Queensland and Victoria let you record a conversation you're part of, but not to pass it around freely. This isn't a matter of manners. It's the law in most of the country, and it costs you one sentence.
Turn it on for that one meeting only. Not your whole calendar. One recurring internal meeting, deliberately.
Don't read the summary. The step everyone skips. Ask it one question instead: "What did we decide, and who owns each item?"
Paste that answer where your work already lives, task list, group chat, bottom of the agenda. Not a new app.
Run it two weeks, then judge. The test isn't whether the summary is impressive. It's whether you'd notice if it stopped.
It costs nothing to start. Otter's free plan gives you 300 minutes a month, 30 minutes per conversation. Granola's free plan records unlimited meetings, but older notes drop off. Granola calls it "limited meeting history" and doesn't publish the cutoff, so don't lean on it as your archive. If you outgrow them: Otter Pro about A$24 a month, Granola Business about A$20 a month per person. One weekly hour-long meeting fits inside either free tier.
Regarding accuracy. It will confidently list an action item nobody agreed to, usually when someone says "we could maybe…" and it hears a decision. It mangles names and struggles when three people talk over each other, which, in a real meeting, is most of the time. Read the decisions list before you send it on. Ninety seconds of checking still beats twenty minutes of remembering.
General information, not legal advice. The relevant Australian law is your state's surveillance or listening devices act.
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