Can AI help me keep up with email, meetings and follow-ups?
Bring your email, calendar and project follow-ups into one daily workflow. Palma Labs works with businesses worldwide to connect meeting notes to actions, prepare replies for review and give you a simple overview of what needs attention.
The meeting ends. The work keeps arriving.
An owner or small team can lose the thread between a conversation, the inbox and the next appointment. The first useful automation connects those steps.
- Important requests sit beside newsletters and routine messages.
- A meeting produces actions, but nobody has a complete follow-up list.
- Scheduling means checking availability, timezones and what has changed.
- You rewrite similar replies, yet still need the tone and commitments to be right.
Email, calendar and project follow-up, together.
Our first package connects your calendar, email, organization, follow-up and simple project tracking. A starting scope might cover one owner's inbox and calendar, selected meeting notes and a shared action list. We agree on the included work and confirm compatible, approved connections before the build.
- An inbox priorities brief
- Group agreed types of requests, surface items that need a decision and link back to the original messages.
- Replies ready to review and send
- Prepare responses using examples and business information you approve. Keep the recipient, original request and any missing facts beside the draft so you can check it before sending.
- Meeting notes connected to actions
- Turn supplied notes or an authorized transcript into proposed actions, owners and dates in the shared list. Flag unclear responsibility for you to confirm.
- A follow-up calendar
- Connect agreed action dates and reminders to the calendar. Suggest meeting times within your working hours, with your approval before invitations or changes.
- A simple owner and project overview
- See upcoming commitments, open actions, waiting replies and decisions in one place. Follow an item back to the email, meeting note or project record behind it.
The written agreement sets deliverables, the work period, fee, completion checks and included review and refinement. Extra accounts, specialized project or finance workflows, and continuing support are agreed separately.
- The action has an owner
The meeting notes say the project lead will request a revised estimate. That action appears in the project overview with a link to the notes.
- The reply is ready for you
A draft asks the supplier for the revised estimate and references the original email. You check the details, make any edits and approve sending.
- The follow-up has a place
Once you confirm the due date, the action joins the follow-up calendar. The owner overview shows it as waiting for a reply until the source records support an update.
Start with drafts. Test the exceptions together.
Sending a message or changing an appointment affects another person. The first workflow keeps those actions behind your approval.
Choose the boundaries
Agree on included folders, calendars, working hours, excluded conversations and the person who approves outgoing work. Access is limited to the agreed scope.
Review representative examples
Record the effort needed for today's follow-ups. Check normal requests alongside ambiguous messages, unavailable times and changed instructions, then refine the drafts and routing.
Run a limited pilot
Review a defined set of real work. Keep a record of errors and corrections, with a clear way to pause the workflow and remove access.
Check the work after rollout
Compare the time spent preparing, reviewing and correcting follow-ups before and after setup. Check missed actions and reply quality, then refine the included workflow before considering specialized work.
What we check before handover
We check that a meeting action keeps its owner, source and agreed date as it moves into the overview and follow-up calendar. Replies must identify the right recipient and remain subject to approval. Scheduling checks cover timezones, working hours, conflicts and current availability.
What would this mean for my day?
Can the replies sound like me?
We can use examples you approve to guide wording, tone and recurring answers. You review the drafts and correct them. The assistant should flag a missing fact or new commitment rather than invent an answer in your voice.
Will it send emails or invite people without asking?
The first package prepares drafts and scheduling suggestions for approval. Sending, inviting, cancelling or changing an appointment requires your approval. Any later automation needs its own agreed rules and testing.
Do we have to record every meeting?
No. The workflow can start with notes you provide. If recordings or transcripts are included, you decide which meetings are suitable and obtain the permissions required for recording and processing them.
Will it work with our email and calendar tools?
We check your accounts, permissions and available connections before quoting the scope. A limited export or manual handoff can be a useful starting point when a direct connection does not fit.
Does the first package include every business process?
It covers the everyday workflow defined in your agreement. More detailed project controls, finance reviews and reporting can build on that setup as separately scoped work. The first scope makes the included accounts, actions and review period clear.
What should I share in a project inquiry?
Describe the recurring work you want to improve. Name the tools or handoffs involved if useful. Do not include passwords or confidential client records.
What working together feels like.
Find your first three opportunities.
Free 15-min automation audit: we'll name 3 tasks we can automate in your business.
Bring one recurring bottleneck. No payment or commitment to a project.
Prefer to write? Send a project inquiry.