Automating CRM and post-meeting notes

Reid Robinson, Principal AI Product Strategist at Zapier, shares how he uses Model Context Protocols (MCPs) to automate tedious tasks and create powerful workflows. He demonstrates practical workflows that combine Zapier’s more than 8,000 app connections with AI tools like Claude to create systems that work while he sleeps.

What you’ll learn:

1. How to use Zapier’s MCP server to create custom collections of tools that work seamlessly with Claude, ChatGPT, and other AI assistants
2. A workflow for using Claude Projects to provide detailed instructions for tool usage, improving reliability and consistency
3. How to automate CRM updates and meeting preparation by connecting AI to your calendar, notes, and internal knowledge bases
4. A system for creating a virtuous cycle of customer feedback by automatically analyzing support tickets and updating knowledge bases
5. Why thinking about “what your AI could do while you sleep” is a powerful framework for identifying high-impact automation opportunities
6. Personal use cases, including family calendar management and creating custom songs that demonstrate AI’s ability to bring joy beyond work

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Brought to you by:

WorkOS—Make your app enterprise-ready today

Vanta—Automate compliance and simplify security

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In this episode, we cover:

(00:00) Introduction to Reid Robinson and his role at Zapier

(02:41) Understanding MCPs as app integrations for AI tools

(04:05) How Zapier’s approach to MCPs works with over 8,000 apps

(09:00) Using Claude Projects to improve tool usage instructions

(12:05) Post-meeting notes management

(15:25) Comparing deterministic workflows vs. agentic instructions

(18:15) Reid’s idea jammer

(20:04) Building a customer interview preparation workflow

(23:10) Using Gemini for processing file-based data

(25:05) Creating a virtuous cycle of customer feedback analysis

(29:16) The “if you could run ChatGPT in your sleep” framework

(31:48) Quick recap

(33:03) Personal use cases

(37:16) Using Notebook AI to prepare personalized interview prep

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Tools referenced:

• Reid’s Resources for How I AI: https://how-i-ai-reid.zapier.app/resources

• Claude: https://claude.ai/

• Zapier: https://zapier.com/

• Zapier MCP: https://zapier.com/mcp

• Granola: https://www.granola.ai/

• Coda: https://coda.io/

• Suno: https://suno.ai/

• Notebook AI: https://www.notebook.ai/

• Gemini: https://gemini.google.com/

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Other references:

• HubSpot: https://www.hubspot.com/

• Databricks: https://www.databricks.com/

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Where to find Reid Robinson:

LinkedIn: https://www.linkedin.com/in/reidtrobinson/

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Where to find Claire Vo:

ChatPRD: https://www.chatprd.ai/

Website: https://clairevo.com/

LinkedIn: https://www.linkedin.com/in/clairevo/

X: https://x.com/clairevo

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