How We Keep Documentation and Meetings in Sync When Working with External Agencies

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TL;DR

• The Problem: Docs, reports, and meeting notes were scattered across Confluence, Slack, email, and notebooks.

• Created a shared Confluence space with Space Sync for Confluence to securely share only selected docs with agencies.

• Ensured the agency always has up-to-date, approved information without duplicating files.

• Adopted Loom AI Notetaker in Zoom calls to capture recordings, summaries, and action items automatically.

• Synced Loom’s meeting pages back into Confluence so documentation and follow-ups live in one hub.

• Achieved one source of truth, clear accountability, and less admin work for both teams.

• Bottom Line: Combining Space Sync for Confluence + Loom AI streamlined agency collaboration and eliminated manual overhead.

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At Ricksoft, we work closely with an external marketing agency to support our campaigns. Between campaign reports, project documentation, and recurring sync calls, keeping everything aligned can be tricky. In the past, we struggled with information being scattered, some in email threads, some in Confluence, and some just stuck in someone’s notebook.

Here’s the workflow we’ve built that keeps both our team and our agency partners on the same page.

The challenge we faced

• Documentation access: We keep most of our work structured in Confluence, but we couldn’t just open up our entire internal space to the agency. We needed a way to share only selected information, reports and dashboards.
• Meeting follow-ups: We use Zoom for check-ins, but taking consistent notes and capturing action items was hit or miss. Some things ended up in Confluence, others in Slack or email; which meant follow-ups weren’t always clear.

The workflow that works for us

1. Syncing key pages into a shared space

We created a dedicated Confluence space for agency collaboration. Using Space Sync for Confluence, we selectively sync product information, reports, and documentation from our internal space into this external-facing one (and vice-versa)

This way:

• Our agency always has access to the latest approved information.
• We don’t have to manually duplicate or export files.
• Our internal drafts and work-in-progress stay private.

2. Smarter meeting notes with Loom AI

Recently, with Atlassian acquiring Loom, we started experimenting with Loom AI Notetaker during our Zoom meetings. It joins as a notetaker, records the session, and generates AI-powered summaries with key points and action items.

No one needs to scramble for notes anymore, and the action items are clearly documented.

3. Bringing it all together

Loom AI automatically creates a meeting page in Confluence to capture the video recording, meeting notes, and summary. With Space Sync for Confluence, the page is automatically synced to our shared Confluence space after every meeting. That way, the documentation (reports and plans) and the meeting follow-ups (decisions, next steps) live together in one hub that both teams can access.

Why it’s working

This setup has simplified how we collaborate:

• One source of truth → Everyone references the same updated pages.
• Clear accountability → Action items from meetings are visible to both sides.
• Less admin work → Syncing and AI-generated notes cut down on manual effort.

Wrapping up

Working with external partners doesn’t have to mean juggling files across tools. For us, combining Space Sync for Confluence with Loom AI Notetaker has made agency collaboration smoother, more transparent, and a lot less manual.

If you’re curious about Space Sync for Confluence, you can check it out on the Atlassian Marketplace.