Fireflies notes

How do you send a customer a recap from Fireflies meeting notes?

To send a customer a recap from Fireflies, connect Fireflies to Muzau. After each customer meeting, a Muzau agent reads the meeting notes and writes the recap email in the language of the notes: in French if Fireflies wrote them in French. It writes in your name, in the tone of the conversation, with what was said and decided, then the next step. By default, you review it in "To approve" before it goes out.

Why the Fireflies notes do not go to the customer as they are

After the meeting, Fireflies leaves you a summary. It is written for the team and talks about the meeting: "the salesperson will send the quote", "the customer is waiting for a schedule". It can mix what the customer said with remarks meant for the team only. And if it is written in English when the conversation was in French, everything has to be rewritten.

The customer expects an email addressed to them, in their language, with the formal or informal "you" of the meeting, that says what they need to do next. The agent writes that email; you keep the review and the relationship.

How the agent goes about it

Input

The Fireflies notes from each meeting

It does

Writes the recap for the customer, in the language and tone of the conversation

It delivers

An email signed with your name, waiting for you in "To approve"

The Fireflies notes reach the meeting follow-up agent

Fireflies connects to Muzau: every set of meeting notes reaches the meeting follow-up agent. You create that agent in the Workshop with two questions: what the recap contains and which days to follow up. The customer's address comes from the meeting invitees, never from a name mentioned during the conversation. A meeting between colleagues, with no outside participant, does not produce a recap.

A recap in French when the notes are in French

The recap is written in the language of the meeting, which Muzau reads from the notes themselves. It is written in the first person, on behalf of the person who took the note, and signed with their name: "I am sending you the quote", not "the salesperson will send the quote". The agent does not translate: notes written in English give a recap in English.

A recap in the tone of the meeting, formal or informal included

The recap picks up the tone of the meeting, formal, warm or relaxed, as well as the informal or formal "you" that was heard. Tone and register are read from the transcript, not from the summary: with no transcript, the recap is written from the summary alone. The choice between the informal and formal "you" is made only in French, and only when one clearly dominates; otherwise, the recap uses the formal "you", unless the notes show the opposite.

The summary stays with the team, the recap goes to the customer

The agent is instructed never to write that something was said if the notes do not contain it, and never to copy to the customer what the team noted for itself. The transcript is used to understand the conversation: to write the recap, the agent keeps only what was drawn from it, the tone, the expectations and the commitments. A recap that quotes an amount or a figure for a lead time that is missing from both the notes and the Brain always waits for your review. Before it goes out, you can change the recipient, the copies, the subject or the text. Following up on commitments made in a meeting is described in following up on Leexi, Noota or Fathom meeting notes.

Meeting notes in French: the checklist before sending

Whether the email goes out from the agent or from you, an automatic summary only becomes a good French recap after a few checks.

• Rewrite, do not translate line by line. A translated summary keeps the outline of an internal document: start again from what was agreed.
• Switch to the first person. "I will send you the quote on Thursday", not "the salesperson will send the quote".
• Keep the register of the meeting. If you were on first-name terms in the meeting, the email is too; when in doubt, stay formal. See whether to use the informal or formal "you" with a customer by email.
• Weed out the anglicisms from the summary. "Next steps", "follow-up", "deadline" or "call" become "prochaines étapes", "relance", "échéance" and "appel".
• Check the proper names. A transcript can mangle the name of a person or a company: proofread them.
• Write dates and times the French way. The month spelled out and the time on a 24-hour clock, "le 4 juin à 14 h", rather than a "04/06" that can be read both ways.
• Reread every figure. A price or a lead time dropped in passing becomes a commitment once it is written. In French, the comma separates decimals and the euro symbol follows the amount.
• Take care over the subject line. "Following our meeting: the next steps" tells the customer what they are about to read.

For the full outline of the email, see the sales meeting recap.

For a note taken in Granola, see the recap of a Granola note.

What it does not do

• It does not translate: the language of the recap is read from the Fireflies notes, and notes written in English give a recap in English.
• It chooses between the informal and formal "you" only in French, and only when one clearly dominates in what was said: otherwise the recap uses the formal "you", unless the notes show the opposite.
• It does not send the recap without your approval, unless you turn on sending without review, and even then never when the customer's address is not certain.

Frequently asked questions

Can you translate Fireflies notes written in English into French?

Muzau does not translate: the recap is written in the language of the notes, and Fireflies notes written in English give a recap in English. By default, that recap waits for you in "To approve": you correct the text before approving it, or you choose to send nothing.

Can you simply forward Fireflies notes by email?

Yes: forwarded from a team address to the address of a Muzau agent, the notes also give a recap in "To approve". Muzau reads the first 10,000 characters, the "To" field is left for you to fill in, and the recap picks up neither the tone of the conversation nor your first name in the signature.

Should you review Fireflies notes before sending them to the customer?

With Muzau, every recap drawn from meeting notes waits for your approval by default in "To approve". What can go out on its own, and what always waits for your review, is detailed on the automatic meeting recap page.

Do internal meetings recorded by Fireflies produce a customer recap?

No: Muzau prepares no recap for a meeting with no participant from outside the company. Only the exact address of a team member counts as a colleague: a participant who joined with a personal address stays an outside participant.

What happens if the customer does not reply to the recap?

Once the recap is sent, a Muzau agent follows up with the customer by default at D+3, D+7 and D+14, picking up what was agreed, a rhythm you set when you create it. Follow-ups stop as soon as the customer replies or someone on the team writes to them from a mailbox Muzau monitors.