This "3-2-1" GPT Prompt Helps Me Stay Present During Zoom Calls
How I turned a James Clear framework into a GPT prompt...that helps me stay "present" for my clients.
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Written by special guest contributor, Tom Harman → Panic Attack & Anxiety Mentor
AI meeting summaries often feel cold and impersonal.
But if it could make your business more human—and more profitable?
Over the past 2 years, I’ve built a business that helps people develop 'creative confidence' and put the ‘personal’ back in personal branding.
If you’re a creative individual, like me, then you know that overwhelm can often lead to anxiety and panic attacks…
As if the walls are caving in around you.
I needed a way of simplifying my side hustle. And along the way, I discovered the secret to staying present in every interaction, even while juggling a full-time job, family life, and growing a business.
For my clients to succeed, I need to be fully present during 1:1 video interactions.
Not worrying about recordings, not clicking buttons immediately after the meeting ends, and not feeling responsible for writing lengthy follow up emails.
I’m not a super technical person, and don’t want to rely on automations to run my business. I like to keep my delivery process as simple as possible.
So instead, I use AI to allow me to bring the most valuable skillset from parenthood to the business world:
The ability to be present.
AI makes me a better listener.
(Even if my wife doesn’t agree…)
I don’t take notes or rely on AI note-takers to find what’s useful from our call. Instead, I capture everything within 1 prompt.
In order for the client to feel “heard,” we want all 11,258 words of the 60 minute conversation. We don’t want to send them the same meeting summary that they most likely received from their own AI note-taker.
With the help of a basic ChatGPT prompting workflow, this is possible.
I do this by using only 2 tools: Google Meet and ChatGPT Plus to save time and deliver a unique, yet highly valuable follow-up action plan:
For $20 a month.
The Workflow:
It starts with Google Meet for recording the meetings.
I host calls on Google Meet and use its built-in recording & transcription tool (included with a $20/month plan).
After I click this button, the full meeting transcript lands in my inbox after the call.
You can use any meeting recording tool, as long as you get the complete transcript as a document or email after the call.
Ok, now what?
It’s time to open ChatGPT.
I don’t want to send a quickly thrown together summary. I also don’t want them getting the same basic AI summarization that everyone else uses.
As more and more people use these AI summary tools, sending something “different” after the call is the easiest way to stand out from the flood of other average coaches and consultants.
Plus…my clients deserve more than average coaching.
Inspired by James Clear’s 3-2-1 newsletter, I created a framework to deliver value-packed reports after every call:
3 Actionable Insights → tied directly to their goals.
2 Thought-Provoking Questions → to get them thinking about the solution versus the problem.
1 Actionable Step → they can implement immediately and feel like they’re making progress toward their goal.
Clients feel heard, supported, and ready to take action.
Here’s my simple “3-2-1” follow-up prompt:
You are a career entrepreneurship coach with 20 years of experience and a specialization in human performance.
I will provide you with a call [TRANSCRIPT] to analyze and summarize. Your task is to produce a concise, actionable email summary optimized for clarity, focusing on the user’s goal.
My client's goal is [GOAL].
Your Task:
Extract 3 actionable insights from the transcript that directly relate to the user’s goal. Ensure each insight ties back to their goal. Be specific.
Provide 2 thought-provoking questions that challenge the user to think critically about strategies or actions that could directly lead to achieving their goal based on the discussion.
Suggest 1 actionable step for this week that aligns with their goal and leverages the insights provided.
Format the output as a professional, engaging email. Use numbered bullet points for clarity and conciseness.
Only output the task and no additional language.
Additional Guidance:
Prioritize practical, outcome-driven advice.
Tie reflections, gratitude, or personal experiences back to their main goal.
Avoid generic advice—focus on strategies that directly engage the user’s target audience and foster authentic connections.
Let’s think step by step.
Do you understand?It creates a simple report that makes your clients feel like they’re being heard and not processed.
The results speak for themselves.
Thanks to this simple process, I’ve increased my revenue from $100 to $1000 a month.
The value lies in taking an extra step, to show up different, to not settle for being average with your clients.
And the best part → the rate increase was my client’s idea!
All thanks to a brilliant thinker (James Clear), a GPT Prompt, and a meeting transcription.
AI now gives me peace of mind.
I’m not juggling odds and ends in the delivery process:
Show up and listen.
Paste transcript + prompt into ChatGPT
Send 3-2-1 email to the client.
Taking notes and worrying about tools during a client meeting is the fastest way to lose critical information.
Being present, especially inside the therapy space, is you’re superpower.
Use this GPT Prompt and get back to focusing on what matters → the client.
Now get out there and 10X your revenue.
Side note - If building a unique prompt for your business feels intimidating…
Check out last week’s newsletter from Tim @ Penfriend.
Hey Autopreneur!
Ryan here…
Hope you enjoyed this simple coaching prompt from Tom this week.
And as if the universe was listening…
I actually ran into the exact problem that Tom discussed here.
Just this week I sat on a delivery call, installing a cold email system for a client of mine…
During the last moments of the call, my client said “And I owe you $1000 correct?”
I told him yes that I would be sending over the invoice for the final payment installment…
But I also said to the client, “As a side note we actually just raised our offer price on this up to $3500 for these cold outreach systems…”
I merged a line of business with another entrepreneur, and we built the infra and the team around productizing our delivery & systems offer.
It was a simple back and forth, joking with the client.
Then we ended the call, and Fathom sent the client the recording summary.
Inside the summary was a “next steps” section…
With a bullet point that said “Ryan will send the invoice to (Client name) for $3500.”
The client emailed me pretty pissed off and confused, not knowing that this was a mistake on the part of an AI summarizer.
AI tools are supposed to make us more efficient, more productive, less robotic in our delivery process…
But they also make mistakes.
If you’re looking to create your own automated meeting summarizer that includes Tom’s prompt, and drafts the email for you automatically…
Then check out last Wednesday’s workflow here:
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The goal?
To take someone brand new to online business, and have them create a fully automated, functional business in 90 days.
Once that course is released inside the community → membership pricing will go up drastically.
So if you’re sick of trying to “figure it out” yourself…
You don’t need a business or any technical expertise to join, we welcome everyone from total newbies to subject matter experts...
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