How to Use HubSpot’s AI Meeting Assistant to Prep, Engage, and Follow-Up Smarter

Sales teams often find it hard to keep up with meeting preparation, engagement, and follow-up. With tasks like researching prospects, taking notes, and sending follow-up emails, it’s easy to miss important details and lose opportunities.

HubSpot’s AI Meeting Assistant solves this problem. It provides detailed insights, suggests activities before and after calls, and even generates AI-powered meeting summaries. This tool helps sales teams save time and stay organized.

In this blog, we’ll show you how HubSpot’s AI Meeting Assistant works, how to use it throughout the sales process, and real examples of how it can improve your meetings. 

What Is HubSpot’s AI Meeting Assistant?

HubSpot’s AI Meeting Assistant helps streamline your sales meetings by providing insights, summarizing points, and suggesting actions before and after calls. 

It can join different types of meetings, like discovery or follow-ups, and automatically capture important details so you can focus on the conversation.

Before your meeting, the AI analyzes past interactions, emails, and deal info to offer tailored insights about your prospects. This ensures you’re always prepared with the most relevant details.

HubSpot reports that 87% of AI users say AI tools have increased their overall usage. Integrating the AI Meeting Assistant into your workflow can make your meetings more efficient and productive.

The AI assistant also suggests pre-meeting activities, such as reviewing past conversations or identifying questions to ask, ensuring you're ready to engage in meaningful discussions.

How It Works: From Preparation to Follow-Up

The HubSpot AI Meeting Assistant is designed to support you throughout every stage of the sales process. Whether you’re preparing for a meeting, engaging with a prospect, or following up afterward, it makes each phase more efficient and effective. 

Let’s break down how it works in three phases: before, during, and after your meetings.

1. Before the Meeting: Smart Preparation

Preparation is essential to a successful meeting, and the AI Meeting Assistant ensures you are well-prepared. 

The assistant automatically reviews your prospect's recent activity, such as emails, calls, and deal history, giving you a full view of where your prospect stands in the sales cycle. This helps you plan how to approach the meeting.

The assistant also suggests actions you can take to help you prepare. For example, it might recommend reviewing your prospect’s company background or looking at their past interactions with your business. 

If there are ongoing deals, the AI will highlight them so you can bring them up in the meeting. Some suggested activities might include:

• Reviewing your prospect’s recent emails and calls
• Checking deal statuses and highlighting open items
• Confirming meeting details and sending reminders to attendees

This ensures you enter the meeting informed and ready to engage.

2. During the Meeting: Capturing Important Points

During the meeting, the AI Assistant listens and automatically captures the most important details. It generates a real-time summary that highlights relevant points discussed, such as pain points, objections, or opportunities.

You can focus on the conversation instead of worrying about taking notes.

The AI also tracks the flow of the conversation, ensuring you cover the most relevant topics and don’t miss any important details. 

It identifies useful insights and provides direct links to related records, previous notes, or relevant customer data, making it easier for you to stay on track and be responsive.

3. After the Meeting: Seamless Follow-Up

After the meeting, the AI Assistant creates a summary of the discussion, listing the most important points and next steps. This means you can quickly refer back to what was covered without needing to sift through your notes.

The assistant also suggests follow-up actions, like sending a personalized email or updating the meeting notes in your HubSpot CRM. It even generates draft emails based on the summary, which you can quickly review and send.

Follow-up suggestions include:

• Sending a follow-up email with the meeting recap
• Updating the CRM with key meeting details
• Setting tasks for further action or next steps

This ensures you don’t forget anything and can follow up efficiently after every meeting. 60% of business owners say AI boosts productivity, and this tool helps make follow-ups faster and easier.

Real Use Cases for Sales Teams

HubSpot’s AI Meeting Assistant is a game-changer for sales teams, helping streamline processes and improve outcomes. Let's look at some real-life examples of how sales reps can use the AI Assistant before, during, and after meetings to close more deals.

1. Researching Prospects Before a Call

Before a sales call, it’s important to know everything you can about your prospect. The AI Meeting Assistant can help by reviewing past interactions, emails, calls, and deal history. It gathers all the relevant information in one place, saving you time on research.

The assistant will even highlight potential pain points or opportunities based on the prospect's activity, so you can enter the meeting with targeted questions and solutions. 

This preparation increases your chances of making a connection and moving the prospect further along in the sales process.

2. Discovery Meetings: Capturing the Right Details

During a discovery call, the AI Meeting Assistant automatically tracks key details, such as the prospect’s needs, concerns, and objectives. This ensures that important information isn’t missed and provides an accurate record of the conversation.

With the AI assistant capturing key insights, you can stay engaged and focused on building rapport. It also allows you to review the meeting summary afterward and take note of anything you might have missed. This way, you’ll be prepared for the next step in the sales process.

3. Follow-Up: Using AI-Generated Summaries for Personalized Outreach

After a meeting, the AI Assistant generates a summary that includes the main discussion points and follow-up actions. It suggests personalized email templates based on the meeting's content, helping you send relevant follow-ups quickly.

You can use the AI-generated summaries to make your follow-up emails more specific and personalized, addressing the prospect’s concerns directly. This increases the chances of continuing the conversation and moving closer to closing the deal.

Integrating the AI Assistant with Your Sales Tools

One of the biggest advantages of HubSpot’s AI Meeting Assistant is its seamless integration with your existing sales tools. 

When combined with HubSpot’s CRM, email, and task management systems, the AI Assistant helps keep all your meeting insights and follow-up actions in one place. Here’s how to make the most of it.

1. Connecting the AI Assistant with HubSpot CRM

The AI Meeting Assistant works hand-in-hand with your HubSpot CRM. When you schedule a meeting or record a call, the assistant automatically logs the meeting details into the CRM.

This means you don’t have to worry about manually updating records, as everything is taken care of automatically.

You can view all your prospects’ relevant information, such as past communications, deal status, and meeting notes, in one place. You can stay organized and ensure that every team member has access to the same information, making collaboration smoother.

2. Centralizing Insights for Easy Access

Once your meeting is done, the AI-generated summaries and follow-up actions are stored directly in the CRM. 

This makes it easy to review any prospect’s meeting history or insights at any time. Whether you’re following up on a deal or preparing for a future call, you’ll have all the relevant details right at your fingertips.

This integration also allows you to link actions from the AI assistant to specific deals, making sure nothing falls through the cracks. For example, you can create tasks or reminders for follow-up actions, ensuring that each next step is clear and easy to execute.

3. Using AI to Improve Team Collaboration

The AI Assistant not only benefits individual sales reps but also helps teams collaborate more effectively. 

Team members can share meeting summaries, follow-up actions, and insights directly within HubSpot, which encourages cross-team communication and ensures that everyone is aligned on the next steps.

With everything stored in one place, team members can quickly catch up on meetings they might have missed, and you’ll always have a record of your prospect’s journey through the sales funnel.

Boost Your Sales with HubSpot’s AI Meeting Assistant

HubSpot’s AI Meeting Assistant can transform your sales meetings. From preparing for calls with insightful data to capturing important details during meetings and streamlining follow-ups, the AI assistant ensures you stay organized and focused at every stage of the sales cycle.

With the ability to integrate with HubSpot CRM, you’ll have all your prospect information in one place, making collaboration with your team easier. Plus, the AI-generated summaries and follow-up suggestions save you time and help you stay on top of every opportunity.

To get the most out of HubSpot’s AI Meeting Assistant, take advantage of its smart preparation, real-time insights during meetings, and automated follow-ups after calls. This tool helps you work smarter, not harder, and keeps your sales process running smoothly.

Get Started with HubSpot’s AI Tools and Work Smarter with O63

Ready to boost your sales efficiency with HubSpot? Partner with Origin 63 to implement HubSpot’s AI Meeting Assistant and other tools in the most strategic ways. 

Let’s help you maximize your productivity and close more deals with seamless integrations and expert guidance. Get in touch today!