Turn meeting transcripts and Looms into Asana tasks

Step 1: Set up your Fireflies account

To get started, we need to set up a Fireflies.ai account and configure it to join your meetings. This will allow Fireflies to automatically transcribe your conversations and extract action items.

Head over to fireflies.ai and sign up for an account if you haven't already.

Once you've created your account, you'll be presented with options for how Fireflies should join your meetings. You can choose to have Fireflies join all meetings, only meetings you're hosting, or only when you explicitly invite Fireflies to the meeting.

After setting up your account, you'll land on the Fireflies dashboard. Here, you can manage your meeting recordings, view transcripts, and access various features of the platform.

For those just starting out, Fireflies offers a free plan with 800 minutes of meeting recordings storage and 3 free meeting transcriptions. This is perfect for testing the waters and seeing if it meets your needs.

Now, let's set up Fireflies to record your meetings. Click the plus button in the top right corner of the Fireflies dashboard. You'll see three options:

1. Add to live meetings: Paste your meeting URL (Google Meet, Zoom, etc.) to have Fireflies join immediately.
2. Schedule new meeting: Connect your Google Calendar or Microsoft Outlook to have Fireflies automatically join scheduled meetings.
3. Upload audio or video: Upload an audio or video file of a past meeting for transcription.

For recurring meetings like weekly reviews or updates, the second option works best. For one-off meetings, you can either add them to your calendar or manually invite Fireflies to join live.

Step 2: Integrate Fireflies with Asana

Now that we have Fireflies set up to join and transcribe our meetings, let's configure it to automatically create tasks in Asana based on the extracted action items.

Navigate to the Fireflies integrations page by clicking on "Integrations" in the left sidebar of your Fireflies dashboard, or by going directly to https://app.fireflies.ai/integrations.

Click on the Asana integration tile and then click the "Connect" button.

You'll be prompted to authorize your Asana account with Fireflies. Follow the prompts to log in to your Asana account and grant Fireflies the necessary permissions.

Once connected, a settings sidebar will appear. Here, you'll need to select the Asana workspace and project where you want Fireflies to create tasks. Choose the appropriate options from the dropdown menus.

At the bottom of the settings panel, you'll see an option to "Insert sample data." Click this button to test the integration and ensure tasks are being created correctly in your chosen Asana project.

With this setup complete, Fireflies will now automatically transcribe your meetings, extract relevant action items, and create corresponding tasks in your specified Asana project. This seamless integration ensures that important to-dos from your meetings are captured and tracked without any manual effort on your part.

Step 3: Use Fireflies with Loom recordings

While Fireflies can automatically join scheduled meetings, you might also want to extract tasks from Loom recordings. Loom doesn't offer direct integration with automation platforms, but we can use the Fireflies Chrome extension to bridge this gap.

First, install the Fireflies Chrome extension from the Chrome Web Store. Once installed, sign in to your Fireflies account through the extension.

Now, when you're viewing a Loom recording in your browser, you'll see a Fireflies logo overlay on the video. To add the Loom recording to Fireflies for processing, simply click on this logo.

Fireflies will then process the Loom recording just as it would a live meeting. It will transcribe the content, extract action items, and create tasks in your designated Asana project.

This method allows you to capture tasks from asynchronous communications or presentations shared via Loom, ensuring that action items from all types of meetings and recordings make their way into your project management system.

Step 4: Review and refine your workflow

With Fireflies now set up to handle both live meetings and Loom recordings, you've created a powerful automated workflow for task management. However, it's important to regularly review and refine this process to ensure it's working optimally for your needs.

Periodically check your Asana project to see how the automatically created tasks look. Are they capturing the right information? Are they being assigned to the correct people? You may need to adjust your Fireflies settings or how you conduct meetings to improve the quality of extracted action items.

Also, take some time to explore the Fireflies dashboard. Here, you can review meeting transcripts, see summaries of your meetings, and even search through past recordings for specific topics or action items. This can be incredibly useful for recalling important details or tracking the progress of long-term projects.

Remember, while this automation is powerful, it's not perfect. Encourage your team to review the automatically created tasks and add any additional context or details as needed. The goal is to streamline your workflow, not to replace human oversight entirely.

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This tutorial was created by Tanmay.