MimicScribe

Getting Better Results

The AI assistant is only as good as the context you give it. Two minutes of setup — filling out your role and goals, and adding a reference document or two — changes the output from generic meeting notes to a briefing that understands what you’re actually trying to accomplish.

This page shows how to do both well, with fleshed-out examples you can adapt.

Your Context

Settings > Your Context — a free-form description of who you are and what you do. It’s included in nearly every AI request: summaries, assistant briefings, dictation refinement, voice instructions. Writing a good one compounds across every feature.

Cover three things, in order of importance:

  1. Who you are and what your job is. Title, team, the kinds of meetings you run, and what success looks like this quarter. Be concrete — “Senior CSM at a mid-market CRM” beats “I work in customer success.”
  2. What meetings you typically run. A short list — renewals, QBRs, implementation kickoffs, 1:1s. The assistant uses this to figure out what’s signal versus noise.
  3. What you want the assistant to catch (and what to ignore). Action items, competitor mentions, exec changes, expansion signals, ambiguous commitments. Telling it what not to care about is as useful as telling it what matters.

Example: Customer Success Manager

I'm Sarah Chen, a Senior Customer Success Manager at Hearth CRM. I manage
a portfolio of 32 mid-market accounts ($40K–$180K ARR) in financial
services and professional services. My quarterly goals are 115% net
revenue retention and keeping gross churn under 6%.

My typical meetings:
- Customer QBRs where we review adoption metrics, revisit goals, and
  surface expansion opportunities
- Renewal conversations 60 days before contract end, where I need to
  reinforce ROI and handle "we're evaluating alternatives" pushback
- Implementation kickoffs with new customers, usually joined by our
  solutions engineer
- Weekly internal 1:1s with account executives covering at-risk accounts
  and expansion

What I need from meeting summaries:
- Clear action items with owners, especially anything the customer
  committed to or anything I need to follow up on internally
- Flag any mention of competitors or evaluation of other tools
- Capture specific feature requests so I can pass them to product
- Note executive sponsor changes or org changes on the customer side —
  these are churn risks
- Surface expansion signals (new teams, new use cases, hiring)

I care less about casual chitchat and more about commitments, risks, and
next steps. If a customer says something vague like "we'll think about
it," flag that as ambiguous rather than treating it as a yes.

For shorter alternatives tied to specific workflows (dictation profiles, summary templates, per-meeting templates), see Customizing for Use Cases.

Reference Documents

Settings > Your Context > Reference Documents — upload URLs or files that the AI can pull from during meetings. Good reference documents are the kind of thing you’d hand a new hire to read — not marketing copy.

Strong candidates:

  • Competitive positioning notes (covered in detail below)
  • Pricing cheat sheets and discount authority rules
  • Objection handlers and common FAQs
  • Product roadmap summaries or integration compatibility matrices
  • Implementation playbooks or onboarding checklists
  • Company wiki pages — team structure, terminology, internal acronyms

A good reference doc has three parts: where the product wins, where it doesn’t compete (honesty helps — it keeps the assistant from hallucinating capabilities you don’t have), and common objections with responses.

Example: Competitive positioning doc

Hypothetical product: “Hearth CRM,” a mid-market CRM with sales, onboarding, CS, and renewals in one pipeline. $89/seat (Growth) to $149/seat (Scale). Best fit: 25–500 seat companies with a post-sale motion that matters.

# Hearth CRM — Competitive Positioning

## vs Salesforce

Where we win:
- Time to value: 4–6 week implementation vs 4–6 months for Salesforce
- Lifecycle view out of the box. Salesforce requires Service Cloud
  (+$150/seat) plus integration work for the same picture.
- Admin burden: most customers run Hearth with a 0.25 FTE admin.
  Salesforce typically needs a dedicated admin at 50+ seats.

Where we don't compete:
- Enterprise (2,000+ seats). Salesforce's platform depth, AppExchange
  ecosystem, and compliance (FedRAMP High) are unmatched.
- Heavy customization with record-level sharing rules — Salesforce is
  the right tool.

Common objections:
- "We already have Salesforce licenses" → Reference our migration
  tooling (field mapping, history preservation) and the Acme Corp
  case study (340 seats in 9 weeks, 22% productivity lift).
- "Can you meet our compliance needs?" → SOC 2 Type II, ISO 27001,
  GDPR. HIPAA is on roadmap for Q3. FedRAMP: not a fit today.

## vs HubSpot

Where we win:
- CS and renewals are first-class. HubSpot's Service Hub is built for
  support tickets — no native health scoring, renewal forecasting, or
  expansion pipeline.
- Unified revenue view. HubSpot keeps pre-sale and post-sale separate.

Where we don't compete:
- Marketing-led GTM. HubSpot Marketing Hub is genuinely best-in-class
  for inbound. If the customer's motion is primarily content/SEO-
  driven, HubSpot should be the anchor.
- SMB under 25 seats — HubSpot's free tier and self-serve onboarding
  fit lean teams better.

Common objections:
- "We use HubSpot Marketing Hub" → We have native two-way sync. 41%
  of our customers run HubSpot Marketing + Hearth together.
- "HubSpot is cheaper" → True at Starter list price. By the time you
  stack Sales Hub Pro + Service Hub Pro + Operations Hub, TCO crosses
  $180/seat and still lacks the lifecycle view.

## vs Gainsight (CS-specific)

Where we win:
- Unified with sales, not a separate tool. Gainsight needs a CRM
  underneath (usually Salesforce) — two sources of truth and a
  maintenance tax.
- Time to first health score: 2–3 weeks vs 3–6 months.
- CS workflows are included in core pricing. Gainsight adds ~$125/seat
  on top of the CRM.

Where we don't compete:
- Large CS orgs (30+ CSMs) with complex playbook orchestration and
  success-plan tracking. Gainsight's depth is unmatched there.
- Digital/tech-touch programs — Gainsight PX (in-app analytics) is a
  separate capability we don't replicate.

Common objections:
- "We need deep playbook automation" → Walk through Playbooks. If they
  need more than ~15 distinct rules with branching logic, Gainsight is
  genuinely the better fit — say so.

## Things we're honest about

- Mobile app shipped late 2024, still catching up to web. Logging calls
  and updating records works; dashboards are read-only.
- No native CPQ. Customers integrate with Salesforce CPQ, DealHub, or
  PandaDoc.
- No native marketing automation. Integrations with HubSpot, Marketo,
  and Customer.io.

Why this works

During a renewal call, when the customer says “we’re looking at moving to HubSpot,” the assistant pulls the relevant section and surfaces talking points grounded in your positioning — not a generic “HubSpot is a CRM” response. The “Things we’re honest about” section keeps the assistant from overpromising on capabilities you don’t have.

Next steps