AI Automation

AI Second Brain Bot for a Content Agency Owner

From scattered voice memos to a structured knowledge base — in 5 seconds

AI Second Brain Bot for a Content Agency Owner

Client Context

Andrew runs a 5-person content strategy agency managing 4 client projects simultaneously. Always on the move — calls, meetings, ideas during commutes. He was capturing information across 4 different tools: phone notes, voice memos to himself in Telegram, calendar events added manually, random Notion pages. At least a third of his ideas never made it past the evening. He needed a system that worked at his pace — no laptop required, no app switching.

Goals

  • 1Capture any idea in under 5 seconds by voice — while walking, driving or between calls
  • 2Auto-create Google Calendar events from a casual voice phrase
  • 3Maintain one structured knowledge base across all 4 client projects
  • 4Get a weekly AI-generated digest of everything captured — without manually browsing the vault

Process

01

Chaos Audit

Mapped how Andrew actually captured information day-to-day. Found 4 disconnected tools and a daily loss of context between morning ideas and end-of-day execution.

02

Vault Architecture

Designed a PARA-structured Obsidian vault tailored to his projects and work areas. Defined all usage scenarios: quick notes, meeting creation, weekly review, daily digest.

03

Make.com Build

Built a 6-branch Make.com scenario with 20+ modules: Telegram → OpenAI Whisper → GPT-4o → Router → GitHub API / Google Calendar API. Set up automatic vault sync via Obsidian Git plugin.

04

Prompt Engineering

Tuned GPT-4o system prompts to handle real voice patterns — filler words, incomplete sentences, mixed languages. Bot correctly classifies notes vs meetings with 95%+ accuracy.

05

Handoff & Testing

Live-tested all scenarios with real voice inputs. Delivered the system with full documentation and a /review digest already configured for Monday mornings.

Key Metrics

150+
Hours saved per year
34
Notes in first week
2-3 hrs
Saved per week
4 apps
Replaced by one bot

Results

In the first week Andrew captured 34 notes and scheduled 11 meetings — entirely by voice, without opening his laptop once. The vault is structured across 4 active projects with proper tags, dates and wiki-links. The first /review digest surfaced 3 unfinished tasks that would have been lost otherwise. Andrew's words: "I finally stopped being afraid of forgetting something important."

Best Results

Week 1 Result

34 notes captured100% by voice

Time Saved

2-3 hours per week4 tools → 1 bot app switches eliminated

First /review

3 lost tasks surfaced10 seconds time to digest

Meetings Scheduled

11 in first week0 manual input

Tell us about your project

Let's discuss your challenges and find the best scaling solution.