Hands off meeting preparation

Executive summary

RevCrank engaged gecco to deploy an AI agent that transformed how the team prepared for, ran and followed up on client meetings. The agent researched organisations and attendees, identified shared interests and common ground, drafted agendas, and sent reminder emails. After each meeting the system produced a full transcript, drafted a concise write‑up and prepared a follow‑up email for the client. At the start of the programme the follow‑up email was saved to Greg’s drafts for manual approval; once he was confident with the quality, he allowed the process to run automatically. Early results showed clear efficiency gains: 8 hours saved per week, 25% faster follow‑up response, and a 30% increase in meeting‑to‑action conversion.

About RevCrank

RevCrank is a sales enablement and revenue‑growth consultancy that helps businesses accelerate pipeline and close deals through focused strategy and high‑quality execution. Their work depends on timely insight, personal relationships and follow‑through — the exact areas where an intelligent meeting agent could add immediate value.

The brief

Greg and the RevCrank team wanted a system that would reduce the time spent on preparation and admin without diluting the human touch that makes their meetings effective. The agent had to be able to: research organisations and people, identify likely areas of mutual interest, create sharp agendas, prompt participants with reminders and then capture the conversation and actions accurately. The team also required governance: they wanted to review the first follow‑up emails before moving to full automation.

Solution and implementation

gecco built and deployed an agent inside RevCrank’s existing workflow that combined automated research, agenda generation, meeting orchestration and post‑meeting synthesis. The implementation followed a staged approach. First, gecco configured the agent to pull public information about organisations and attendees, collate recent news and social signals, and surface likely conversation points that would help find common ground. Next, agenda templates were populated automatically and sent to attendees along with gentle reminders. During the meeting the agent recorded the discussion, generated a transcript and produced a structured write‑up highlighting decisions, owners and deadlines.

The critical governance step was how follow‑up emails were handled. Initially every draft follow‑up was routed to Greg’s email drafts so he could read, amend and approve before sending. This allowed him to grow confidence in the agent’s tone and accuracy. After a short calibration period, Greg authorised the agent to send follow‑ups automatically, at which point the full end‑to‑end loop required no manual intervention.

Outcomes

The new workflow produced immediate, practical outcomes. RevCrank reported reclaiming an average of eight hours per week previously spent on meeting prep and admin. The speed of follow‑up improved: replies and action confirmations were sent 25% faster, keeping momentum with clients. Most importantly, the proportion of meetings that converted into clear actions rose by 30%, improving pipeline velocity and client satisfaction.

Operationally, the staged governance model proved valuable. By retaining human approval at the start, RevCrank avoided premature automation and built trust in the system. Once the team saw consistent quality, they benefited from a fully automated cycle that preserved authenticity while removing repetitive work.

Key figures

• 8 hours saved per week (meeting prep and admin).
• 25% faster follow‑up response time.
• 30% increase in meeting‑to‑action conversion.

Why it worked

The project succeeded because gecco focused on two things: integrating with existing workflows and using AI to augment, not replace, human judgement. The staged roll‑out gave the RevCrank team control during the learning phase; once confidence grew, automation delivered consistent, repeatable benefits.

Now it's your turn

If meetings are taking too much time or failing to convert, gecco can deploy an agent that prepares, organises and follows up for you — with governance built in so your team keeps control while automation delivers the work.