How Headcount HR gets a summary right after every meeting

Headcount HR is a Swedish HR system for small and medium-sized companies, founded in 2023. Sales rely largely on outbound work and customer meetings, and the company is now building out its sales organisation.

Every meeting took a lot of time afterwards

In the sales team, a large part of the work started when the customer meeting ended. Notes from pen and paper had to go into the computer. Colleagues needed to know how the meeting had gone, the CRM had to be updated and the customer was to get a presentation and other material. There were many steps, and everything was done by hand.

The reports to each other differed from one time to the next. The notes easily ended up in a pile. If the day ran out before everything was done, the material for the customer had to wait until the evening or the next day. By then the team was no longer as close to the customer.

The previous tool was not enough

The team had tried another transcription tool. The conversations were written down, but it was hard to find a particular meeting again and the summaries were not enough. To get something useful, they anonymised the transcripts and ran them through yet another tool. It became an extra step after every meeting, and they have stopped doing it.

A summary the whole team can read

When the team first saw Flowmeets, it was clear that it was more than a note-taking tool.

Now a structured summary arrives right after every meeting. It becomes the basis for the material for the customer, and colleagues read it to know how the meeting went. That summary is the first part of the work after the meeting, so the rest goes faster. Before the next meeting with the same customer, nobody has to keep everything in their head.

“Now we are extremely fast. Right after the meeting we get a summary, and it becomes the basis for the material we send to the customer.” Vilhelm Harrysson, Headcount HR

Feedback that helps every salesperson

After every meeting the salesperson gets feedback on their own meeting: what went well, what could have been done differently and what is worth thinking about next time.

For the team it has brought a more shared structure to the meetings. The salespeople know more clearly what they want to get out of each meeting, notice when they have left the structure and are more aware of how much they talk themselves. That leaves more room to listen.

Security mattered in the choice

Headcount HR handles HR data itself. For them, security is important and a promise to their own customers, so they think about it when they choose tools to use themselves. Flowmeets is GDPR-aligned; SOC 2, ISO 27001 and ISO 42001 are in progress.

More time for customers

Every salesperson spends at least two hours less a week on notes and reports. The follow-up goes out while the meeting is still fresh, and the team has a clearer structure in its sales work.

A shared place to learn from each other

As the team grows, Flowmeets becomes a natural place to train new salespeople. The team’s most common objections are gathered there, and from each objection you can open a meeting where a colleague handled it. A new salesperson can see how someone else in the team did it.

When the team’s new salesperson wanted to collect the objections in a document to prepare new colleagues and meeting bookers, it became Flowmeets instead of an Excel file. The objections are already collected there automatically.

To other teams that already have a meeting tool, Headcount HR says that Flowmeets is neither a notetaker nor a CRM. It fills a different gap: a tool for training the team and sharing knowledge.