AI Consultant for Workflow

We have two workflows we're looking for support in creating for our agency. Workflow 1 – Call Transcript to Recap and Email Workflow Overview We are seeking an AI/automation consultant to help our business development and account team automate the process of turning call transcripts into a standardized recap and a draft follow-up email, triggered automatically when a call concludes. This workflow is being requested by business development and account teams but will be built and maintained by operations on their behalf. Current State When a call concludes, the business development or account team member manually takes the call transcript and pastes it into ChatGPT or Claude, prompting for a call recap and a follow-up email. This is done ad hoc, without a standardized recap format or consistent prompting approach across all team members, and depends on the individual's own prompting skill and time. Claude has a native connector to Fireflies. It is not known whether a similar ChatGPT integration exists. The team is open to a third-party connector/automation platform (e.g., Make.com) if needed to run the workflow seamlessly in the background. The team would consider working with Claude if a method exists to meaningfully improve tone replication (e.g., prompting techniques, saved style guides, or a Projects-style setup); otherwise, ChatGPT is preferred for this step due to stronger perceived creative writing capability. Desired Future State A workflow that triggers automatically when a call (recorded via Fireflies, our AI notetaker) concludes. The workflow pulls the transcript and produces two outputs: A call recap in a standardized format (we will provide the output format) for the internal team A draft follow-up email in Outlook, written in the voice of the notetaker owner (the BD/account person on the call). This would be written for the attendees of the meeting and be created in a standard format (which will be provided). Scope of Work 1. Interview business development lead on the current state and future state requirements for the workflow output. 2. Assess and recommend the integration/trigger approach: determine best way to connect Fireflies, the chosen AI tool (ChatGPT and/or Claude), and Outlook/Word, including whether a third-party automation platform (e.g., Make.com) is needed to run the workflow end-to-end 3. Assess and recommend the AI tool/integration approach for tone-sensitive email drafting: including whether prompting, custom instructions, or a “Project”-style setup in Claude could close the tone-replication gap, versus routing this step through ChatGPT. If no clear improvement path exists for Claude, ChatGPT is the team's preferred default for this step. 4. Advise on build approach and provide implementation guidance: the consultant will design and advise; our operations team will handle hands-on implementation on behalf of the business development and account teams, who will be the end users of the workflow 5. Coach both audiences: business development and account team members on how to use the workflow day-to-day (e.g., what to expect, how to review/edit outputs before sending), and the operations team on maintaining and troubleshooting the automation itself. Training approach and cadence to be proposed by the consultant based on the final integration design. Technologies Fireflies (AI notetaking, paid) ChatGPT (paid) Claude (paid) Outlook (email) Word (recap documentation) Ideal Consultant Experience with automation/integration platforms such as Make.com, Zapier, or similar Experience with AI notetaking tools generally (Fireflies or comparable) Strong prompt engineering/AI writing tone-matching experience Experience with Outlook/Microsoft 365 automation Comfortable in an advisory/architect role rather than hands-on development. Success here means our team can implement and maintain the solution independently, with the consultant guiding decisions rather than writing the build. Timing Target start: August 2026. Targeting completion within Q3 2026, with the understanding that implementation pacing depends on internal team bandwidth alongside other priorities. No hard deadline. How to Respond Brief summary of relevant experience and 1-2 case examples, particularly with automation platforms (Make.com/Zapier) and/or AI notetaking or transcript-based workflows Proposed approach and phasing for scope items 1-5, including your recommended approach to the ChatGPT vs. Claude tone-replication question (item 2) Estimated timeline and cost Any clarifying questions Workflow 2 – Business Development Brief & Proposal to Scope of Work Automation Overview We are seeking an AI/automation consultant to help our account team automate the drafting of a Scope of Work (SOW) document from a business development brief and proposal deck. This would be triggered on demand by the account person, with the ability to specify which pricing tier and buy-up options the client has selected. This workflow is being requested by the account team but will be built and maintained by operations on their behalf. Current State Scopes are drafted manually, pulling details from the business development brief (Word) and proposal deck (PowerPoint). A previous scope is typically saved as a copy to preserve formatting and used as the starting point, then customized to the new engagement. Scopes follow a standardized format, documented clearly in an existing template, which can be provided to the consultant directly. Business development briefs contain the solution design which dictates tiered packages and buy-ups for the proposal. The business development briefs tend to be inconsistent due to the number of contributors involved in drafting it, however the proposal deck follows a consistent format across engagements. Desired Future State A structured environment (e.g., a Claude Project or comparable setup) pre-loaded with the standardized scope format and drafting instructions, where the account person inputs the business development brief and proposal deck, and directs in plain language which pricing tier and buy-up options the client selected (e.g., “client selected Intermediate plus the Concepting buy-up”), and receives a drafted scope of work (Word doc) in the standardized format for refinement. If it is not cost prohibitive, this word doc would save to the appropriate location within our SharePoint structure for editing. Scope of Work 1. Design and configure a structured project/workspace (e.g., a Claude Project or comparable setup) pre-loaded with the existing standardized scope template and drafting instructions, so the account person doesn't need to re-explain the format or process each time 2. Assess the business development brief and document what needs to be true within it (structure, required fields, level of detail) for it to be reliably usable as an input for scope drafting 3. Advise on build approach and provide implementation guidance: the consultant will design and advise; our operations team will handle hands-on implementation on behalf of the business development and account teams, who will be the end users of the workflow 4. Coach both audiences: business development and account team members on how to use the workflow day-to-day (e.g., what to expect, how to review/edit outputs before sending), and the operations team on maintaining and troubleshooting the automation itself. Training approach and cadence to be proposed by the consultant based on the final integration design. Technologies Word (business development brief, SOW) Power Point (proposal deck) ChatGPT (paid) Claude (paid) SharePoint (file server) Ideal Consultant Familiarity with Claude Projects or structured AI workspaces Comfortable in an advisory/architect role rather than hands-on development. Success here means our team can implement and maintain the solution independently, with the consultant guiding decisions rather than writing the build. Comfortable working with data within our existing paid AI tool environment Timing Target: complete within Q3 2026. How to Respond Brief summary of relevant experience and 1–2 case examples, particularly with Claude Projects/structured AI workspaces and document extraction from Word/PowerPoint Proposed approach and phasing for scope items 1–4, including your recommended approach to documenting business development brief requirements (item 2) Estimated timeline and cost Any clarifying questions