Do you ever get the feeling that meetings move too quickly and you forget half of what you heard? Or perhaps no sooner is the meeting over than you can’t remember who said what or what you’re supposed to do next? If you’ve been there, you’re not alone.
There’s no easy feat in taking good notes while in a meeting, especially during a fast-moving conversation. This is where you can start using AI tools to help you out and make things a little easier.
These days, some tools can listen to your meeting and turn it into text or even tell you your action items. You don’t need to continue to write everything. These tools are designed to allow you to concentrate more on the meeting and less on keeping up with typing.
Read on to learn how to take effective meeting notes and how you can use them in your daily work.
What Are AI Note-Taking Tools and Why Use Them?
These note-taking tools are AI-powered apps that join or record your virtual meetings, such as on Zoom, Google Meet, or Microsoft Teams. They kind of sit in the back, record everything that is being said, and deliver you a report at the end. Some can even start tasks or update your calendar, or CRM.
That means you never have to worry about missing something important. It’s also useful if you need to rewind and see what happened in a previous meeting.
Teams, freelancers and managers, and anyone who is regularly on calls may find these tools to be useful. Some of these even work in a variety of languages and can recognize which person is speaking, so notes appear more organized.
What Features Should You Look For?
When choosing an AI note-taking app, the best practice is to consider how you work. Some tools are good for working with others, some for solo work, and still others are most useful for privacy. Here’s what you need to remember:
1. Background Recording
Some tools run quietly in the background without sending bots to join the meeting. This keeps the meeting natural and less distracting.
2. Fast Summaries
Getting a summary right after the meeting helps you act quickly. Some tools give summaries in under a minute.
3. Speaker Labels
If you’re in meetings with many people, it’s useful when the tool tells you who said what.
4. Search Function
It’s helpful when you can search for old meetings using a simple chat-like feature. This saves time when you want to review something.
5. Language Support
If your team speaks different languages, make sure the tool supports all the ones you use.
Now let’s look at some real examples of how these tools work and how they fit into different meeting styles.
Using AI Tools Based on Meeting Types
Each meeting is different. Some are quick daily check-ins, and some are long planning calls. Here are a few tools that match different meeting styles.
For Everyday Team Meetings
You want something that’s easy to use and doesn’t disrupt the conversational flow for a regular team meeting. One tool that works well in this case is Amie. It works in the background, doesn’t need a bot to join, and gives a clean summary after the call ends. You also get the option to plan tasks, schedule the next meeting, and update your system, all in less than a minute.
It allows teams to remain on the same page without adding time to writing or cataloging notes. Because it’s compatible with Zoom, Google Meet, and Teams, there’s no need to switch platforms.
For Clear Audio and Fast Feedback
Sometimes you’re on calls where background noise becomes a problem. Or maybe you want answers from your notes quickly after the call. In those cases, tools like Krisp AI are helpful. It cuts down noise and gives you real-time transcription. You can even ask questions like “What was the client’s feedback?” and get answers right away.
This is good for remote workers or people working from home where sound quality can vary. It also supports meetings without bots and gives full transcripts.
For Client Calls and Follow-Ups
When you’re handling clients or sales calls, it helps if your notes can connect with other tools like CRM systems. Fireflies AI is useful here. It records and transcribes calls, pulls out action items, and syncs with systems like Salesforce or HubSpot.
This saves you time after meetings because you don’t have to enter all the notes manually. It also stores your old meetings in one place so you can search them anytime.
For Collaborative Teams
Sometimes, more than one person needs to edit or check the meeting notes. That’s where Otter.ai fits in. It joins the meeting and gives a live transcript. You can comment, edit, or call attention to parts of it during or after the call.
That’s useful when you’re collaborating on something, and everyone should be in the loop on the follow-up. It also has real-time communication chat, so you can find something fast later.
For Quick Highlights and Sharing
If your meetings are long, but you only need the core segments of them, Fathom is excellent. It captures the meeting itself and allows you to select highlights. You can then organize those highlights and chunks and share them with your team via email, Slack, and other services. There’s also a Send to Notion, Coda, Google Docs , and CRM feature. That makes it handy for folks who only want to share the highlights, not all of their notes
For Privacy-Focused Teams
Some teams care more about where their data is stored and how it’s handled. Jamie is one tool that works completely on your device. It records audio locally and turns it into notes without sending data to the cloud.
It also lets you search past meetings and customize your notes. Since it doesn’t capture video, it’s best for audio-based calls. It follows strict privacy rules, which is good for companies with sensitive work.
For Real-Time Meeting Notes in Browser
If you prefer using your browser and don’t want to install any big software, Tactiq AI is another tool to try. It works as a Chrome extension and supports real-time transcription. It’s helpful when you need quick summaries and prefer to keep everything light and simple.
You can use AI prompts to ask about the meeting and get short summaries. It also supports over 25 languages.
For Highlighting Important Moments
Sometimes you only need to remember the key things from a call. TL;DV gives you timestamped highlights so you can jump straight to those moments. You can also search transcripts and even clip out short video sections.
It fits well for people who want to share meeting updates without needing others to go through the whole recording.
Final Thoughts
You can read a version of this here with more useful contextual information. These AI tools will assist you in achieving a faster and effortless process. You no longer have to keep writing while someone is talking or worry about forgetting what was said.
Each tool has its way of helping. Some focus on fast summaries, some on collaboration, and some on privacy. It depends on what your meeting looks like and what your team needs.
By using AI note-takers, you free up your time and can pay more attention to the actual conversation. You also get cleaner follow-ups and better planning. And the best part is—you don’t need to be a tech expert to use them.
