Sales team

How do you manage meeting notes for several sales reps?

To manage meeting notes for several sales reps, each one connects their own Granola to the company account, and a single Muzau agent receives the whole team's notes. It drafts the recap email for the customer in the name of the rep who took the note, signed with their name. That rep is the only one who sees it and, by default, approves it before it goes out. They also get the reminders for their own commitments.

Why a team's meeting notes get lost

With several people, meeting notes scatter: one takes notes in their tool, another on paper, a third sends notes to a shared inbox where someone has to sort out who saw whom. The recap goes out late, sometimes under the wrong name, sometimes not at all.

The customer expects an email from the person they met. Each rep keeps their own meetings and relationship; what costs time is writing every follow-up and knowing which one is missing. That is the part the agent takes on, without mixing up anyone's meetings.

How the agent goes about it

Input

Each rep's Granola notes

It does

Writes each recap in the name of whoever took the note, and files it under them

It delivers

A recap for its author to approve, and reminders for their own commitments

Each rep connects their own Granola

The company's Muzau account opens to your colleagues with the Pro or Enterprise plan: you invite each one by email address. Each then connects their Granola, and every note stays tied to the person who took it. Muzau only reads the notes each person took themselves, never their private notes. A rep who takes notes by hand forwards their write-up to the agent's address, from their team address. That recap carries no first name in the signature, and its commitments are not tracked. See also the write-up of a Granola note.

The recap speaks in the name of the person the customer met

The agent writes the recap in the first person, in the name of the rep who took the note, and signs it with their name. It picks up the language and tone of the meeting. In French, it also picks up the formal or informal form of address when one clearly dominates. A colleague who is a member of the account, invited with the address they use in Muzau, is not mistaken for the customer. If several outside attendees remain, the agent suggests them and the rep chooses. The recap goes out from the company address, or from another connected address chosen before sending.

Each rep approves their own recaps

Recaps born from a rep's notes only appear for them in "To approve": nobody has to sort through the team's. Their meetings page lists their Granola meetings from the last 7, 30, 60 or 90 days, with the status of each. From there they prepare the recap for those left without a follow-up, which then waits for their approval. If they have already written to the customer since the meeting, from a Gmail or Outlook inbox Muzau picks up, the pending recap withdraws.

Settings shared by the team, reminders specific to each rep

The content of the recap, the rhythm of the follow-ups and sending without approval are set once, for the whole team. By default, every recap waits for its author's approval, and a customer who doesn't reply is followed up at D+3, D+7 and D+14. Follow-ups stop as soon as they reply, or as soon as someone on the team writes to them from a connected inbox. Commitments stay with each rep: the day before a dated deadline, the rep who made the promise gets the reminder, by email and in "To do". This tracking applies to a meeting with a single outside attendee. See not forgetting what you promised a customer.

Organizing the meeting notes of a sales team

With or without a tool, these rules keep a meeting from going without a follow-up, or a customer from receiving two different emails.

• One author per meeting. When two reps see the same customer, decide beforehand who takes the note and signs the recap. The customer receives a single email, from someone they know.
• A shared outline. What was said, what was decided, then the next step: who does what, and by when. A colleague can then pick up an account without asking the customer everything again.
• What stays inside the team does not go to the customer. The impression the customer left, the possible margin, an opinion on what comes next: note these separately, never in the recap.
• The recap goes out the same day or the next, signed by the person who was met. An email signed by someone else breaks the bond built during the meeting.
• A record the whole team can find. The recap date and the next step go into a CRM or a shared file, not only in the rep's inbox. The day they go on leave or leave the company, their customers don't start again from zero.
• A short weekly check: next to each meeting, the date the recap was sent. An empty box is a customer waiting for their follow-up.

For quotes promised in these meetings, see tracking the quotes sent by the whole team.

What it does not do

• It does not write from each rep's personal inbox: recaps go out from the company address, or from another connected address chosen before sending.
• It is not set rep by rep: the content of the recap, the follow-ups and sending without approval apply to the whole team.
• It does not show a manager the pending recaps of their reps: a card born from a note only appears in "To approve" for the person who took it.

Frequently asked questions

Who sends the meeting notes when two reps see the same customer?

Whoever takes the note, decided before the meeting. With Muzau, the recap is written and signed in the name of the rep who took the Granola note, and a colleague on the account who attended the meeting is not mistaken for the customer. If each took their own note, agree on who sends, so the customer receives only one email.

Does the whole sales team need a common meeting notes template?

Yes: a shared outline lets a colleague pick up an account without asking the customer everything again. What was said, what was decided, then the next step. With Muzau, the content of the recap is set once for the whole team, and each recap keeps the signature and tone of the rep who saw the customer.

Should a sales manager review their team's meeting notes?

Reviewing every recap before it goes out delays the follow-up: it is better for each rep to review their own, and for the manager to read the record left in the CRM. With Muzau, a recap born from a rep's note only appears for them in "To approve": a manager does not see their team's pending recaps.

How do you centralize reps' meeting notes in the CRM?

Muzau can put every approved recap in blind copy to your CRM's drop address. The setting, its limits and the record update are detailed on the Granola, HubSpot or Pipedrive page.

What happens to the meeting notes of a rep who leaves the company?

Once removed from the Muzau account, they lose access, and their Granola notes no longer reach the meeting agent. Approved recaps already copied into your CRM stay there. Before they leave, write down for the team where each of their customers stands and the next step promised.