How I Turn A Client Call Into Scheduled Tasks Using AI

There’s one thing I don’t need after a client meeting:

Another page of notes to deal with.

Meeting notes are useful, obviously. But what I really want to know when I finish a Studio Sidekick call is:

What actually needs to happen next?

So I’ve started building a really simple AI workflow behind the scenes at Studio Sidekick that takes me from client call → meeting notes → actions → actual scheduled work in my diary.

It looks like this:

Google Meet → Gemini notes → ChatGPT → actions + timings → Google Calendar.

And it means that instead of finishing a meeting with another to-do list, I can finish with an actual plan for the work ahead.

First: Google Meet + Gemini

I LOVE Google Meet.

I use it for my Studio Sidekick client calls, and Gemini’s note-taking feature has made it even more useful.

Gemini captures the conversation while I concentrate on the actual meeting.

No trying to listen, talk, think and frantically take notes at the same time.

Afterwards, I have a record of what we discussed, the decisions made and any actions that came out of the call.

But I don’t want those notes to just sit there.

That’s where the useful bit starts.

Then the Notes Go Into ChatGPT

After the call, I take the Gemini meeting notes into ChatGPT.

Rather than asking it to summarise something that Gemini has already summarised, I want to know:

What are the actual actions from this meeting?

That might be:

Update next month’s content plan.

Make website amendments.

Research SEO keywords.

Create Instagram captions.

Organise project imagery.

Follow up with the client on outstanding information.

Suddenly, a 45-minute conversation becomes a clear list of what needs to happen next.

And because I’m working with interior designers, I understand the context behind those actions too.

I know that “update portfolio” can actually mean finding photography, resizing images, writing project copy, uploading everything, adding alt text and checking the page afterwards.

One bullet point doesn’t necessarily mean one little job.

Then I Work Out What Those Actions Actually Represent

This is probably my favourite part of the workflow.

I don’t just want a list of 10 tasks.

I want to know how much time those 10 tasks actually represent.

So I use ChatGPT to help break the actions down and estimate sensible work blocks.

Maybe writing and scheduling content needs two hours.

Website updates need 90 minutes.

SEO research needs an hour.

Organising project imagery needs 45 minutes.

I then sense-check everything, because AI doesn’t know the client, their studio or the work in the same way I do.

But it gives me a much better starting point than a long list of actions with no time attached to them.

Then Those Actions Go Into My Calendar

I’ve written before about how I use my calendar as my to-do list.

So naturally, I don’t want all these beautifully organised actions sitting in another document.

I want them in my diary.

With my Google Calendar connected, I can ask ChatGPT to look at what I already have scheduled and help organise the actions into realistic work blocks.

Depending on the client and the work, that could be across the following week or spread over the month ahead.

So instead of:

Update website.

I have:

Tuesday, 10am–11:30am
Client website updates

The task now has somewhere to live.

Call → Notes → Actions → Calendar

The whole Studio Sidekick workflow is actually very simple:

1. We have our client call on Google Meet.

2. Gemini captures the meeting notes.

3. I take those notes into ChatGPT.

4. The actions are pulled out and organised.

5. I work out a realistic amount of time for each task.

6. ChatGPT helps me schedule those blocks around what’s already in my Google Calendar.

7. The work is sitting in my diary ready to happen.

No separate to-do list I need to remember to check.

No meeting notes gathering dust in Google Drive.

The conversation actually turns into action.

This Is the Kind of AI I’m Interested In

There’s a lot of conversation about AI in the interior design industry.

And because I come from an interior design background myself, I understand why so much of that conversation centres around the creative side.

But at Studio Sidekick, I’m much more interested in what AI can do around the creative work.

The admin.

The organisation.

The planning.

The repetitive tasks.

The little bits of operational work that quietly take up hours.

I don’t want AI making all the decisions.

I want to use it to make the systems around those decisions work better.

Because A Good System Should Make Things Simpler

I think there’s a temptation with AI to use it everywhere just because we can.

That’s not really what interests me.

If a system takes longer to manage than the problem it’s supposed to solve, I probably don’t want it.

What I love about this workflow is how straightforward it is.

Call.
Notes.
Actions.
Time blocks.
Calendar.

Each tool is doing a small job and passing the information onto the next.

And by the end, I know exactly what needs doing and when I’m planning to do it.

Why This Matters for Studio Sidekick

Studio Sidekick exists to support the non-design side of an interior design studio.

And to me, that isn’t just about taking individual tasks off someone’s plate.

It’s also about looking at how the work happens behind the scenes and asking:

Could this be simpler?

Could we reduce some of the admin?

Could we stop information getting lost?

Could the tools you already use work better together?

Could we create a system that means you don’t have to remember absolutely everything?

Having run my own interior design studio, I know how quickly all of that background work adds up.

So this is exactly how I want to use AI within Studio Sidekick.

Not to replace the creative thinking — but to create more space for it.

Want Your Studio to Work Smarter Behind the Scenes?

Sometimes the biggest difference isn’t adding another tool. It’s working out how the ones you already use can work better together.

That’s exactly the kind of thing I help with through Studio Sidekick — practical systems and support that make the non-design side of running your studio simpler, more organised and a little less reliant on you remembering everything.

From workflows and studio systems to content, websites, SEO and ongoing support.

You focus on the designing. I’ll help make everything around it work a little harder. ✷