If you manage B2B accounts, you know the drill: meetings stack up, follow-ups get missed, and your “notes” end up as a messy pile of docs you’ll never review. AI tools promise to fix all this—but most just generate walls of text or generic summaries that don’t help you move deals forward.
This guide is for account managers who want less fluff and more results. We’ll walk through how to actually use Fathom, an AI meeting assistant, to turn your calls into actionable notes you’ll actually use. You’ll see what works, what doesn’t, and how to avoid the common traps.
Why Most AI Meeting Notes Suck (and What to Do Instead)
Let’s get one thing out of the way: most AI-generated meeting notes are...not great. They’re full of “helpful” summaries that miss the real action items, or just repeat back what everyone said. If you’ve ever scrolled through a transcript and wondered why you bothered recording the meeting, you’re not alone.
Here’s what actually matters for B2B account managers:
- What did we promise to do?
- What does the client expect?
- What could block the deal?
- What’s the next step—by whom and by when?
To get this, you don’t need a transcript or a 10-paragraph summary. You need clear, actionable notes, organized in a way you and your team can use.
Step 1: Set Up Fathom for Real-World Use
Before you hit “record,” do a little prep. Fathom plugs into Zoom, Google Meet, and Teams—setup is easy, but don’t just trust the defaults.
What to do:
- Connect your calendar and video calls. Fathom’s integrations are straightforward. Make sure it’s set to auto-join the right meetings.
- Customize your highlights. Fathom lets you tag moments live (think: “Action Item” or “Client Concern”). Spend 5 minutes customizing these tags to fit your process. Default tags are fine, but if you always track “Renewal Risk” or “Upsell Opportunity,” add those.
- Decide on privacy. Don’t be that person who records without warning. Set up a quick “AI note taker is joining, is that OK?” blurb for your meetings.
Pro tip: If you’re in regulated industries, double-check your company’s policies before recording. Fathom stores audio and notes in the cloud.
Step 2: Use Fathom Live—Don’t Just “Set and Forget”
Most folks treat AI note takers like a black box: hit record, forget about it, and hope for magic. Unfortunately, that’s how you end up with useless notes.
What works:
- Tag key moments during the call. As the meeting happens, click your custom tags when you hear something important. This takes a little practice, but it’s way faster than re-listening later.
- Mark action items in real time. If someone says, “Can you send that proposal by Friday?”—hit your “Action Item” tag right then.
- Jot quick manual notes. Fathom lets you type a note tied to a specific moment. If the AI misses nuance (“Steve seems hesitant about pricing”), add it manually.
What doesn’t work:
- Relying 100% on the AI transcript. They’re getting better, but they still miss context and intent. Use the AI to augment your memory, not replace it.
Step 3: Turn Highlights Into Actionable Notes—Not Just a Dump
Once the meeting ends, Fathom will spit out a summary and a list of highlights. Don’t just copy-paste this into Salesforce or an email.
How to get the most out of it:
- Review, edit, and condense. Take 3 minutes to skim the AI’s notes. Cut out filler (“We discussed the weather...”). Rewrite action items in plain English.
- Assign owners and deadlines. Wherever possible, add who’s responsible and when it’s due. “Send updated pricing deck—Alex, by Thursday.”
- Group by theme. If you covered multiple topics, organize your notes under clear headings: “Renewal,” “Support Issues,” “Next Steps.”
Pro tip: If your CRM allows, paste these cleaned-up notes directly into your opportunity or account record. Don’t just attach a transcript.
Step 4: Sync Notes With Your Team (Without Creating More Work)
AI tools promise “seamless sharing,” but the reality is, nobody wants another email or Slack notification with a generic meeting recap.
What works:
- Use integrations thoughtfully. Fathom can push notes to tools like HubSpot, Salesforce, or Notion. Only sync the edited notes, not raw AI output.
- Summarize for your audience. If the client just needs a quick “Here’s what we agreed,” send them the relevant bullet points. Internally, flag risks or asks for other teams.
- Keep a running log. For recurring accounts, keep a doc or CRM note with all action items, so you don’t lose track between calls.
What doesn’t work:
- Dumping everything in Slack and hoping someone picks it up. Be intentional about what you share, and with whom.
Step 5: Skip the Hype—What Fathom Actually Gets Right (And Where It Falls Short)
The Good
- Live tagging saves a ton of time. You’ll quickly get used to hitting “Action Item” or “Decision” as people talk.
- Transcripts are decent, and the ability to jump to a moment based on your tag is genuinely useful.
- Great for follow-ups. You’ll rarely forget what you promised a client if you tag it during the call.
The Meh
- AI summaries are…fine. They’re better than nothing, but rarely capture nuance. Always review before sharing.
- Context can get lost. If you don’t tag or note something live, it’s easy for important bits to slip through.
- Not magic. You’ll still need to think critically and rewrite. Don’t expect Fathom to know what your client really cares about.
What to Ignore
- “Automated CRM updates”—unless you trust the AI to get context and tone right. Most account managers will want to review before syncing.
- Fluffy insights. Stick to actionable takeaways, not AI-generated “themes” or sentiment scores.
FAQs and Honest Advice
Is Fathom worth using if I only have a few meetings a week?
It’s most useful if you’re juggling lots of accounts or complex deals. For the occasional call, Google Docs might be just as fast.
Will it replace my manual notes?
Not entirely. Think of it as a backup and a way to catch things you might miss, not a full replacement for your brain.
What about client privacy?
Always ask before recording. Not all clients are comfortable with AI bots on the call, especially in sensitive industries.
Final Thoughts: Keep It Simple, Keep Iterating
You don’t need another source of busywork. Fathom can help you turn meetings into real, actionable notes—but only if you stay hands-on, use the tagging features, and don’t trust the AI to do all your thinking for you.
Start small. Customize your setup, tag as you go, and always review before sharing. The goal isn’t perfect notes—it’s less stress, fewer missed follow-ups, and more deals closed.
Try it for a couple of weeks, tweak your process, and see what actually helps. Toss the rest. That’s as close as it gets to “AI-powered account management”—no hype required.