Turn Coffee Breaks into Client Action Plans with AI!
Episode Summary
In this snackable episode, Heather V Masters reveals a game-changing AI workflow: turning a simple voice memo into a polished client summary and motivational action plan—ready to send before you’ve even left your post-session coffee shop. If you’re a coach or trainer aiming for maximum client impact in minimum time, this is your next micro-win.
What You’ll Learn
- The fastest way to leverage AI for more impactful client follow-ups (without adding admin to your plate)
- A step-by-step workflow: record > transcribe > prompt > deliver
- How blending AI into your existing habits beats starting “from scratch”
- The exact prompt and template Heather uses for instant client-ready emails
Chapters:
- 00:14 - Voice Memo to Action: Transforming Ideas into Action Plans
- 01:13 - Utilizing AI for Efficient Note-Taking
- 01:42 - Leveraging AI for Client Engagement
- 02:22 - Integrating AI into Daily Tasks
- 03:10 - Starting with AI: Enhancing Your Practice
Step-by-Step Workflow
1. Record a Quick Voice Memo:
After your client session, speak your insights and next steps aloud into your phone (30–60 seconds is plenty!). Example:
“Key insight: Anna realized she procrastinates when tasks are vague. Action 1: Block planning time every Monday. Action 2: Set daily 3-task goals. Action 3: Share a weekly progress win.”
2. Transcribe with AI:
Use a tool like Otter.ai, Descript, or Google Voice to get a text version automatically.
3. Prompt Your AI Assistant:
Copy-paste your transcript and give this prompt:
“Turn the following notes into a professional session summary with 3 actionable steps and a motivational check-in email for the client. Keep it warm, confident, and practical.”
4. Copy, review, and send to your client—done!
Heather’s Exact AI Prompt
"Take my post-session notes and organise them as:
- Session Insight
- 3 Action Steps
- Motivational check-in paragraph
- Format as a friendly, client-facing email. Clarify and polish language as needed."
Recommended AI Tools
- Otter.ai: Fast, accurate voice transcripts
- Descript: Transcribe and edit
- Google Voice / iPhone Voice Memos + Google Docs transcription
Ready to try it?
Use this workflow after your next session and DM Heather “ACTION” for a free template or to share your results.
Want your favourite productivity hack featured?
Send your micro-win to Heather for a future episode!
Connect
- Read the full workflow in the Start With AI newsletter
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Transcript
Welcome to day seven of the Start With AI podcast and today we're all about Voice Memo to Action AI Shortcuts for Coaches.
Speaker A:It's implementation week, remember?
Speaker A:So what if you could turn a voice note that you recorded during a coffee break into a polished action plan and email it to your client before your next call?
Speaker A:Well, welcome back to Start with AI, I'm Heather Masters and every episode I aim to give you one implementable real world AI upgrade for your coaching or training business.
Speaker A:Especially if you're in NLP or hypnosis or alternative therapies.
Speaker A:Now here's a tip that most people miss.
Speaker A:Next time you finish a session, instead of scribbling down your action items or sending a jumbled follow up to your client client, just record a 30 second voice memo on your phone listing the key insights and next steps for your client.
Speaker A:And as I say, this also works if you have a sudden inspiration during a coffee break.
Speaker A:Now here's where AI comes in.
Speaker A:Use an AI transcription tool like Otter, Descript or Crisp or even your own phone's built in assistant to instantly turn that memo into text.
Speaker A:Then feed that Transcript into an AI assistant.
Speaker A:Think ChatGPT or Perplexity or Claude or your favorite agent and enter the following prompt.
Speaker A:Organize this as a professional summary with three clear action steps and draft a motivational check in email for and then enter your client's name and within two minutes you've got a smart on brand email with crisp personalized action points ready to send.
Speaker A:Remember, you can give it your own voice, either by editing it yourself or if you're already using ChatGPT fully, then you probably have your brand already set up within there.
Speaker A:So imagine doing this with every client every day with no extra effort.
Speaker A:The lesson the unusual shortcut don't make AI another separate admin task.
Speaker A:Blend it into what you're doing already, like talking to yourself on a walk, and let it handle the transformation.
Speaker A:Like when you're having those inspirational moments in the coffee shop.
Speaker A:Let it handle and be able to use that either as notes for a client or even social media posts.
Speaker A:Try it after your next client call, record, transcribe, prompt and send.
Speaker A:And if you want the exact template I use, including the prompt and my voice memo starter script, just check the show notes or DM me with action.
Speaker A:See you tomorrow for more.
Speaker A:Start with AI making your practice smarter one micro win at a time.
