Stop Taking Meeting Notes and Start Closing More Deals

Why Your Current Meetings Are Costing You Money

If you’re a business owner in Brisbane—whether you’re running a law firm in the CBD or a landscaping business in Chermside—you know that time is your most expensive asset.

Think about your last three meetings. You probably spent the whole time scribbling notes on a pad, trying to listen to the client while making sure you didn't forget to mention your pricing. Then, after the meeting, those notes sat on your desk for three days because you were too busy putting out fires to type them up.

By the time you finally sent the quote or the follow-up email, the lead had gone cold.

This is where most small businesses lose money. It’s not a lack of skill; it’s a lack of follow-through. AI meeting assistants are the solution to this. They aren't just "cool gadgets"; they are digital employees that listen to your calls, write your summaries, and tell you exactly what you promised to do next.

When you automate your business in this way, you stop being a secretary and start being a boss again.

The Three Main Ways AI Handles Your Meetings

I’ve tested dozens of these tools with local business owners. Most of what you read online is fluff written by tech nerds. For a real business, there are three main approaches you can take. Let’s look at which one actually puts money back in your pocket.

1. The "Silent Shadow" (The Bot That Joins the Call)

How it works: It records the audio, transcribes it word-for-word, and then uses AI to write a summary of the key points. The Pros: It captures everything. If a client mentions a specific budget or a deadline, you have it in writing forever. The Cons: Some clients find it a bit weird to have a "bot" in the room. It can feel a bit impersonal if you don't explain why it's there. The Verdict: Great for internal team meetings or project kick-offs where details are everything.

2. The "Built-In" Assistant (Zoom & Microsoft Teams AI)

How it works: There’s no extra bot joining. You just click a button, and the software handles the summary at the end. The Pros: It’s usually "free" (included in your subscription) and doesn't clutter the screen with extra participants. The Cons: It’s often not as smart as the specialized tools. It might miss the nuance of a conversation or struggle with a thick Aussie accent. The Verdict: Best for the budget-conscious owner who wants to start with AI without adding another monthly bill.

3. The "Invisible Ear" (Fathom)

How it works: It sits in the background. You can "highlight" parts of the conversation in real-time by clicking a button, telling the AI, "This part is important—make sure this is in the summary." The Pros: It’s incredibly easy to use and the summaries are some of the best I’ve seen. It even generates a "highlight reel" of video clips. The Cons: It requires a tiny bit more effort during the call to click those highlight buttons. The Verdict: If you do sales calls or consultations, this is the gold standard. It makes you look incredibly professional when you send a summary 5 minutes after the call ends.

Which One Will Make You the Most Money?

Let’s be blunt: a tool is useless if it doesn't lead to more sales or less stress.

I recently worked with a mortgage broker in Indooroopilly. He was spending 10 hours a week just typing up meeting notes for compliance. We set him up with an AI assistant. Now, those 10 hours are spent on the phone finding new clients. That’s a massive swing in his monthly revenue.

If you are choosing between these, don't worry about the technical specs. Ask yourself: "Will this help me follow up with my customers faster?"

In 90% of cases, Fathom or Fireflies will be your best bet because they integrate directly with your CRM (your customer database). This means the notes go straight into the client’s file without you lifting a finger. This is a prime example of how to stop wasting hours on admin and focus on the work that actually pays the bills.

The Cost: What Are You Really Paying?

Most of these tools have a free version, but if you're serious, expect to pay between $20 and $50 per month.

Compare that to the cost of a junior admin person or, worse, the cost of your own time. If your time is worth $150 an hour, and this tool saves you just one hour a month, it’s already paid for itself. Most owners find it saves them 5-10 hours a month. That’s a massive ROI.

How to Get Started Without Looking Like a Robot

One thing I always tell my mates: don't just let a bot join a call without warning. It's rude.

When you start using an AI assistant, just say this at the start of the meeting: "Hey, I’ve got my AI assistant taking notes in the background so I can focus 100% on our conversation instead of scribbling on a notepad. I’ll send you the summary afterwards so we're both on the same page."

Clients love it. It shows you’re organised, tech-savvy, and that you value their time.

What You Should Do First

1. Pick one tool today. Don't overthink it. Go with Fathom (it’s free to start) or use the built-in AI in Zoom. 2. Run it for three meetings. Don't judge it on the first one. See how the summaries look and how much time you save on the follow-up. 3. Set up the "Action Items." The best part of these tools is the list of tasks they generate. Make sure you actually do them!

Most Brisbane business owners are still doing things the old-fashioned way. By the time they wake up to how much time they're wasting, you’ll already be miles ahead, closing deals while they’re still trying to find their pen.

Running a business is hard enough. You don't need to be a stenographer too. If you want to see how these tools can fit into a wider plan to grow your business and get more phone calls, let's have a chat.

Ready to stop drowning in admin and start growing? Contact Local Marketing Group today and let’s get your business running like a well-oiled machine.