Sign up
  • Home
  • Automation with Zapier
  • Automation inspiration

How to automatically manage your meetings with Zapier

Automation inspiration

2 min read

How to automatically manage your meetings with Zapier

By Krystina Martinez · March 22, 2021
A calendar icon

Meetings are a part of work culture, like coffee and the proverbial watercooler discussion. Meetings can also be universally awful without proper planning, execution, and follow-up. 

While we can't run a meeting for you, Zapier can help automate the tasks associated with meetings, such as video call reminders, scheduling, and more. 

Here are a few of our favorite Zaps—what we call our automated workflows—to streamline common meeting tasks that often get in the way of doing actual work. To get started with a Zap, just click on it and we'll guide you through customizing it. It only takes a few minutes. You can read more about setting up Zaps here.

You'll need a Zapier account to use the workflows in this piece. If you don't have an account yet, it's free to get started.

Prep for meetings

At one point, we've all shown up to a meeting fashionably late because we weren't aware it was happening. Remote meetings come with their own set of administrative tasks, from making sure everyone is added to the calendar invite to sending the call recording after the meeting. 

These Zaps will ensure you get a pre-meeting reminder and an alert when a meeting recording is available. 

Google Calendar shut down SMS notifications. Here's how to use Zapier to keep getting them.

If you find that you're spending too much time putting together meeting agendas, an automatic workflow can help you save time. Once an event is scheduled in your calendar, these Zaps will create a new document or note for you.

These aren't the only administrative tasks associated with video calls. Learn more about how to automate your video meetings. 

Keep track of meeting action items

No one likes ambiguity. Yet how often have you scrambled to create a new document at the start of the meeting or forgotten whether there was a task you needed to follow up on after the meeting ends?

These workflows will ensure you've got everything organized for your next meeting. 

Get organized on your own schedule

If you have a recurring task for specific meetings—perhaps you always make presentation slides for the big quarterly meeting—let Zapier automatically schedule those tasks for you. It's easy to let something slip your mind, especially when it happens so infrequently. Whether you're sending reminders for yourself or your team, you can pair your calendar app with your favorite task manager so you'll have specific tasks associated with certain meetings. 

If you need to prepare for meetings more frequently, for example, updating an agenda for your team's weekly standup, you can use Schedule by Zapier to automatically handle those recurring tasks.

Meetings don't have to be a drag

You don't need to get hung up on the administrative side of meetings. With Zapier, you can automate the most common tasks so you can focus on making meetings worthwhile.

New to Zapier? It's a tool that helps anyone connect apps and automate workflows—without any complicated code. Sign up for free to use this app, and many others, with Zapier.

Related reading: 

Get productivity tips delivered straight to your inbox

We’ll email you 1/wk, and never share your information.

Krystina Martinez picture

Krystina Martinez

Krystina writes about all things automation for the Zapier blog. Previously she was a public radio journalist, so she has a lot of opinions about microphones. When she's not writing or tinkering with Zapier, Krystina enjoys sewing her own clothes and taking long naps in between her many hobbies.

mentioned apps

Related articles

Improve your productivity automatically. Use Zapier to get your apps working together.

Sign upSee how it works