Top 15 Features An AI note-taking tools Must Have For Meetings

As someone who is also running a business, conducting and attending meetings are a daily grind. Generative AI powered AI note taker apps are helping with my work. It is reducing the effort needed for my 15 minute discovery calls for the content marketing services.

Today, thanks to AI note-taking apps, all I have to do is enter the meeting and run my show. By the end of the meeting, I have detailed notes of what I promised. I also know what my potential clients said. Based on this, I can prepare a sales strategy to solve their problems using my content services.

I have explored many AI note taking apps – here’s a list of 15 key features you must look for. I have also shared the best AI note-taker apps which work best for those features. Based on your priority feature, you can choose to explore those AI note-taking app.

No.	Feature	AI Note Taker App
1	Real-time transcription	Otter AI Default live transcription by meeting platforms.
2	Recognize speakers	Descript or Fireflies AI
3	Meeting summary	Fathom or Notta
4	Detect action items	Tactiq
5	Multiple integration with meeting platforms and other tools	Fireflies AI
6	Multiple language support	Fireflies AI, Sonix AI, Notta, or Circleback,
7	Save meetings on Cloud	Sonnet AI or Notta
8	Keyword and AI-powered search	Circleback, Jamie AI, or Superpowered
9	Organize meeting files	Granola or Sonix
10	Meeting automation	Tactiq or Tl;dv
11	Data Privacy and Security	Many offer Enterprise plans
12	Collaboration	Tl;dv, Miro AI
13	Multi-device	Otter AI (iOS, Android, chrome extension, web)
14	Noise cancellation	Krisp
15	Meeting analytics	Grain, Sonix,

1. Real-time transcription

Real-time transcription converts spoken words in meetings into text format. The Generative AI comprehends every word and displays it in a separate interface. Or it will show it within the meeting platform, depending on integration level with the same.

The key benefit of real-time transcription lies in – transparency.

Real-time transcription during meetings allows everyone to review what was said. For example, if English is not my first language, I can read the transcription. This is helpful for comprehension while clients discuss their content marketing issues. It helps me understand accents and words I may have missed. I won’t need to ask them to repeat themselves, making the meetings more accessible for non-native English speakers.

This also avoids misunderstandings of words or phrases!

Tips on using real-time transcription in AI note-taking apps for meetings:

Use the transcription feature in quiet environments for optimal accuracy.
Review and edit transcripts post-meeting for clarity.

Top AI note taker tools with best real-time transcription for meetings:

Otter AI: Best for transcribing audio or video files for meetings, learn more – Otter for AI transcripts.
Zoom/Google Meets/MS Teams: The major trio of meeting platforms do offer default live transcriptions. If real-time transcription is your only need, save costs by using their built-in feature.

Transcription software: Explore Rev, Descript, Alice, Trint, etc. There are dedicated software available to transcribe video and audio files. You can record your meeting and upload them. It is useful if you have bulk files or are unhappy with live or AI note taker app transcriptions.

2. Recognize speakers

Here, the AI will recognize unique speakers involved in the meeting and tag it with names. Doing so helps you oversee and track the conversation during and post meeting.

The main role of this feature is to uphold accountability of what was said by whom in the meeting. Knowing this further helps in precise task assignment.

Tips on using speaker recognition feature in AI note-taking apps for meetings:

Train the AI tool to recognize frequent participants by voice.
Use this feature alongside participant introductions for precise identification.

Top AI note taker tools with best speaker recognition for meetings:

Check out Fireflies AI and Descript which have good reviews for speaker recognition on major software review sites.

3. Meeting summary with custom templates

Once the AI has decoded the transcripts, it must have the capability to summarize the conversation into concise key pointers. This helps everyone in the meeting save time going through the transcripts to get key takeaways.

More so, it should also allow users to create the summaries in custom templates. For example, here’s how Fathom AI, an AI notetaking app, provides default templates the user can choose to generate summaries. Most AI note taking apps offer summarization and template features.

Meeting summaries are excellent for those who couldn’t attend. They help people stay informed about key insights from the meeting.

Tips on using meeting summarization feature in AI note-taking apps for meetings:

Customize summaries to include specific details like decisions, tasks, and follow-ups.

Use the summary feature to send post-meeting updates.
Create custom templates and iterate on its design to help the AI align with your requirements.

Top AI note taker tools with best meeting summarization:

Fathom: Used by 26,000 companies for AI note taking. Its forever free plan is generous for recording, transcribing, and summarizing unlimited meetings. Learn more – Fathom for meeting summary
Notta: helps create guides and documentation from recorded videos. Learn more – Notta for documentation

4. Detect Action Items

The AI notetaking app will pinpoint any actionable tasks from the meeting and highlight the same. More advanced AI note apps will automatically sync these tasks with your project management or CRM apps. Else, they will allow you to create automated workflows to do the task post meeting.

Detecting action items guarantee no task gets overlooked such that it maintains accountability as discussed in the meeting. Using this, the managers can decide an execution strategy of the project discussed, with the action items already laid out.

Tips on using action item detection feature in AI note-taking apps for meetings:

Regularly review extracted action items for accuracy. That’s because AI can still make mistakes and needs time to learn your organization’s workflows.

Integrate the tool with project management or CRM apps for seamless task tracking.

Top AI note taker tools with best action item detection:

Taqtiq: By asking questions or writing prompts to the AI transcripts generated, Taqtiq makes it possible to seamlessly create action items from the same. Learn more – Taqtiq for action items

5. Multiple integration with meeting platforms and other tools

Integrations helps keep a consistent flow of information captured from meetings to other apps your business workflows use. They reduce context-switching and make it easier to manage meeting outcomes.

A very critical integration required is ofcourse with calendar apps and meeting platforms. Without these two, you cannot really automate meetings effectively.

Not every AI notetaking tool can automate action items with project management tools or sync summaries with the knowledge base. In such cases, you would need integrations as a work around to share or sync the data from meetings. These can include direct integrations with platforms like Slack, CRMs, project management apps, etc. It can also include integration with automation tools like Zapier or Make to access their vast ready-made integration ecosystem.

Usually, you will see more integration options available with AI note taking tools that have a matured ecosystem.

Tips on using integrations in AI note-taking apps for meetings:

Select integrations based on your team’s workflow needs. Your AI note taking app must have these integrations as a bare minimum.
Use automation tools like Zapier for additional functionality.

Top AI note taker tools with multiple integrations:

Fireflies AI: Access integrations with storage platforms, to CRMs, project management tools to dialiers, and even Zapier. Learn more: Fireflies AI for integrations

6. Multiple language support

For global teams or businesses with global customer base, it is very important to have multi-language support. This also makes sure you build and project an inclusive business to both employees, customers, and stakeholders.

The key advantage of multi-language support is how it breaks language barriers fosters for people involved in the meeting. This leads to better understanding and collaboration across different regions.

Tips on using multi-language support feature in AI note-taking apps for meetings:

Don’t forget to select the language settings before the meeting begins.
Use tools with strong language translation capabilities for cross-border meetings.

Top AI note taker tools with multi-language support:

Fireflies AI: Supports for 28 languages – learn more.
Sonix AI: Supports 50+ languages – learn more.
Notta: Supports 58 languages – learn more.
Circleback: Supports 100+ languages – learn more.

7. Save meetings on Cloud

Having option to store the meetings via cloud storage helps make them accessible as required. This is especially important when you want to use the meetings to generate patterns and insights. This requires saving it for consistent data capture and analysis.

Saving meetings facilitates remote collaboration and ensures that meeting records are always up to date. It also acts as a proof in case required if the meeting is confidential.

If you are in a business that requires capturing meeting insights, better opt for a cloud-based AI note-taking software.

Tips on using cloud storage feature in AI note-taking apps for meetings:

Regularly back up notes to avoid data loss.
Use tools with strong encryption for enhanced security.

Top AI note taker tools with cloud storage feature:

Most note-taking tools offer storage options, usually at extra costs.

Sonnet AI: Provides unlimited storage for its basic paid plan starting at $25/user/month. Learn more – Sonnet AI for meeting storage
Notta: Includes both screen recording and high-quality meeting recording across platforms. Learn more – Notta for meeting recording

8. Keyword and AI-powered search

A keyword-based search quickens your search of specific phrases mentioned in the saved meetings. You can also easily retrieve meeting notes and transcripts easily using keywords.

This feature eliminates the hassle of manually browsing through old notes, saving time and improving productivity. One can avoid any redundant discussion and search time on specific topics, instead, can just search the keyword for reference.

Tips on using cloud storage feature in AI note-taking apps for meetings:

Tag transcripts with relevant keywords for easy retrieval.
Regularly organize archives to maintain efficiency.

Top AI note taker tools with keyword and AI search feature:

Circleback: Creates a searchable knowledge base and uses AI to run keyword-based search. Learn more – Circleback for AI search

Superpowered: Uses AI chat interface to search data and generate insights from meetings. Learn more – Superpowered for AI chat search
Jamie AI: Allows users to perform semantic search for contextual searching of notes and information. Learn more – Jamie AI for semantic search.

9. Organize meeting files

Sales or product teams engage in a lot of meetings. They end up with too many meeting files saved in the AI note-taking app. Saving these files helps with analytics, hence it is better to not delete if it doesn’t cost too much.

What about when you have to search some important information? – AI search should help, but one also must cross check data to make sure AI delivers accurately.

For this reason, it is important to choose AI notetaker apps with custom organization options. Moreover, these apps should allow you to organize saved meetings, notes, and other generated information using AI.

Doing so simplifies searching and retrieving notes for specific topics or projects. It also keeps notes organized and accessible for follow-up actions.

Tips on using files organization feature in AI note-taking apps for meetings:

Use consistent and colored tags to preserve uniformity across the team.
Check if AI note-taker tool allows for access control for organized files.

Top AI note taker tools with files organization feature:

Most AI note-taking apps give basic organization features like tags or folders.

Sonix: Provides multi-folder nesting and language-based segregation for better organization and search. Learn more – Sonix for organizing meeting files.
Granola: Provides hyper-linked notes for easy navigation, learn more – Granola for hyperlinking

10. Meeting automation

A key fact why many consider meetings as a waste of time is that it hardly leads to effective action. An organization wastes productive time on meetings – only if they don’t know how to make them actionable.

This actionable part is handled by AI note-taking tools with automation features. This means, after generating meeting insights and notes, it will automatically share the data with relevant people. It assigns action items on task management apps or share meeting notes with other business apps. All this happens without manual effort.

For example, AI meeting apps can automate meeting-related tasks like scheduling, sending reminders, and follow-up emails.

With meeting automation features, your company enhances productivity by automating repetitive tasks. It also makes sure key steps are not missed.

Tips on using meeting automation in AI note-taking apps for meetings:

At basic level, use AI notetaking tools that integrate with calendar and email apps for seamless automation.
Connect meeting automation features with project management apps like Trello, Asana, or Monday. This ensures that action items align with broader team workflows.

Top AI note taker tools with meeting automation features:

Tactiq: Implement AI workflows to send data to CRMs, follow-up on meetings, assign action items, etc, learn more.

Tl;dv: Provides direct CRM integrations – learn more.

Even if your AI note taker app doesn’t offer direct automation features, check if it connects with tools like Zapier or Make for a workaround.

11. Data Privacy and Security

For enterprise businesses or companies in regulated industries, it is of utmost importance to have data privacy measures implemented. Strong security measures protect your data from breaches and maintain compliance with regulations like GDPR and CCPA. Some AI note-taking software may save your data and use it for AI learning purposes. While choosing an AI note-taking tool, you must consider the data privacy measures taken and certifications issued.

Provisions for data privacy make sure all meeting notes, transcripts, and stored information are encrypted and protected from unauthorized access.

For security, better to go with AI meeting assistants or AI note-taking tools without bot requirements. Else, it can save the meeting in your storage.

Tips on using data privacy support in AI note-taking apps for meetings:

Use tools with end-to-end encryption for all data.
Regularly update software to address vulnerabilities.
Choose tools with transparent privacy policies.

Top AI note taker tools with data privacy support for enterprises:

Most AI note-taking apps provide Enterprise plans with custom quotes – check out our AI note-taking app collection to explore.

12. Collaboration

We conduct meetings so that we can plan execution of certain tasks relevant to our businesses. Meetings are a collaborative effort. To make sure of effective execution, your AI note-taking app must also have features that promote collaboration.

Collaboration tools allow team members to edit, comment, and share notes in real-time. This makes sure everyone is on the same page and has required access to meeting information.

Tips on using collaborative tools in AI note-taking apps for meetings:

Encourage participants to review and add to shared notes post-meeting.
Use permissions to control access levels.
Look for integration with third-party apps for effective data sync and sharing for collaboration.

Top AI note taker tools with collaborative tools for meetings:

Miro AI: Provides dedicated features to make online meetings more collaborative. It offers cursor tracking, file sharing, sketch boards, templates, and more. Learn more – Miro for online meetings
Tl;dv: Provides direct CRM integrations, automated follow-ups, and performance monitoring. Learn more – Tl;dv for follow-ups

13. Multi-device

Sometimes, we do attend meetings via mobile phones – and this is common for remote organizations! For this reason, having a multi-device supported AI note-taking tool helps run meetings from anywhere and any device.

With multi-device access, participants can contribute and review notes whether they’re in the office, at home, or traveling. This includes devices like laptops, mobile phones, chrome extensions, tablets, etc.

Tips on using multi-device features in AI note-taking apps for meetings:

Sync devices regularly to keep notes updated.
Use a tool that supports offline access for uninterrupted work.

Top AI note taker tools with multi-device for meetings:

Explore AI-note taking apps like Otter AI or Miro AI, .These are accessible across iOS and Android phones, web, and chrome extension.

14. Noise cancellation

Let’s face it – embarrassing noises being delivered to the meeting participants is just something no one wants. With noise cancellation feature, the AI can filter out background noise during meetings. This helps in generating clear and accurate audio transcription.

With clean audio, AI tools can generate more accurate notes and ensure participants focus on the discussion without distractions.

Tips on using noise cancellation features in AI note-taking apps for meetings:

Test noise cancellation settings before meetings.
Pair with quality microphones for optimal results.

Top AI note taker tools with noise cancellation features for meetings:

Krisp: Provides dedicated noise cancellation features as its USP, making it ideal for uses cases across call centers and sales. Learn more: Krisp for noise cancellation

15. Meeting analytics

AI note-taking apps with meeting analytics feature provides insights like talk time distribution, sentiment analysis, and engagement metrics. Such features are important for sales, support, or marketing teams to figure out their customer’s mind for conversions.

Analytics also helps improve meeting efficiency and find areas for improvement – like, conducting shorter stand ups.

Tips on using meeting analytics in AI note-taking apps for meetings:

Leverage insights to re-design meeting structures and agendas.
Review meeting analytics to understand participation and improve engagement for everyone involved.

Top AI note taker tools with analytics features for meetings:

Sonix: Use AI analysis of generated transcripts available as an add-on. You can create meeting chapters, perform themes or sentiment analysis, detect topics or entities, etc- learn more.
Grain: Allows sales and product teams generate insights, research discussed topics, create user stories, etc- learn more.

Explore curated AI Notetaking apps in our AI Tools Directory

Want to know the best tools available for taking notes during meetings?

Applied AI Tools now lists amazing AI tools that have matured ecosystem and are truly tested – check out to review their features, pros, cons, integrations, pricing, and ideal use cases: Applied AI Tools

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