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It was quite common to make interns or the junior-most employee prepare ‘Notes of the meeting’. These notes get shared to everyone in the meeting to help their respective team managers take the next step.

The above manual workflow works best when meetings are – straightforward.

But that’s now how every meeting goes, right?

Some maybe brainstorming session, sales calls, product demos, workshops, or even support calls. All of them have different action items and conversation patterns.

Also, for global teams having global customers, language becomes another issue.

Meetings of today thoroughly need assessment and accessibility for every stakeholder. This must be irrespective of their location or language to stay on the same page.

That’s where artificial intelligence helps – Generative AI is better at transcribing, summarizing, and translating. This has given a rise to new set of meeting software that benefit from Generative AI’s capabilities – read more to learn:

• What are AI Notetaker apps
• Key features that make AI Notetaker apps effective in improving meeting productivity
• Benefits and FAQs on AI Notetaker apps

What is an AI Notetaker app?

AI Notetaker app uses Generative AI algorithms to detect speech across meetings, voice notes, or video files and transcribe, summarize, and analyze it for better use.

Some advanced AI Notetaker apps can find actionable items from the output. They can automate task assignment. This turns meetings into actionable events rather than mere discussions.

5 key benefits of adopting AI Notetaker app for meetings

The primary function of an AI Notetaker app is to help create notes based on any input – could be voice, video, or text. Depending on the AI Notetaker capabilities of your chosen vendor, roughly an effective one will have following productivity benefits:

Focus on important tasks

Taking notes is important – but today, Generative AI automates this task effectively. You can eliminate this manual task so that you can use the information extracted and generated by an AI Notetaking software for completing the rest of the workflows.

Improve accuracy of note-taking

AI note-taking tools use advanced speech recognition technology to transcribe audio and video with high precision. This minimizes human error that is usually common with human-transcribed files. Generative AI documents technical details and critical data points correctly.

Get insights into the conversation

Whether its a meeting, an audio recording, or YouTube video, many AI note-taking apps are capable of generating summaries, key pointers, and action items. This helps you ‘take an action’ by using these insights, thus making your ‘meeting’ truly actionable.

Automate documentation

AI notetakers capture important details by transcribing and summarizing details. If your AI note-taking software vendor provides custom template functionality, then it will fill this data automatically into desired format. This thorough documentation provides a reliable reference for all attendees.

Support collaboration

Many AI notetakers offer collaborative features like commenting, live editing documents, sharing notes in real-time, etc. These improve collaboration between team members and ensures everyone has access to the latest information.

8 key features of an effective AI Notetaker app

When choosing an AI notetaking app, look for below key features:

• Transcribe real-time: As the meeting takes place, the AI notetaker app should transcribe and translate (if required) the conversation in real time — with accuracy.
• Identify speakers: This is especially important for meetings with many attendees — like a company town hall or consultation workshop. It should identify different speakers and label them with timestamps.
• Summarize meetings: Should provide concise summarizes with key discussion points and action items (like deadlines, whom to assign the task, outcomes, etc). Check if the software allows custom meetings templates for a streamlined meeting experience.
• Search history: The AI meeting and note taking software should save and organize meeting transcriptions and allow users to search. It’s great if it can allow filtering data based on speakers, dates, topics, etc.
• Task automation: Having automated task assignment based on action items helps ensure whatever discussed in the meetings gets implemented.
• Integrations: Even if there are no task automation features, an AI note taking app should provide direct integrations or APIs to custom integrate third party apps to share or sync data.
• Collaboration tools: For teams, having integrated collaboration features like commenting, real-time editing, note-taking etc helps make the meeting more actionable and streamlined.
• Security: For companies or enterprises, it is essential to have secure AI note taking software to protect discussions. Look for features like role-based access controls, permission, certification, or compliance with regulations like GDPR.

How does AI notetaker app work for meetings?

Most AI notetaker apps are powered by OpenAI API or other popular LLMs. These use advanced technologies like natural language processing (NLP), speech recognition, and machine learning to automatically capture, organize, and summarize meeting discussions.

Some AI notetaking apps may be desktop-first (like Jamie or Krisp), may provide chrome extension to handle meetings (like Tactiq) or may include AI bots that enter your meeting (like Fireflies).

The way they interact with your meetings highly define the efficiency of transcription and security.

Here’s how an AI notetaking app typically works:

1. Meeting Setup

The app connects to your preferred meeting platform (e.g., Zoom, Google Meet, or Microsoft Teams). You invite the AI notetaker as a virtual participant, or it starts recording automatically when the meeting begins, depending on the tool.

2. Generate transcripts in real-time

The app listens to the conversation and converts speech into text in real time. It distinguishes between speakers using voice patterns or participant identifiers. This includes considering accents, location, time stamps, etc.

3. Create meeting notes

Using NLP, the app identifies important points, such as decisions, questions, and action items. It summarizes to generate key takeaways for easy access.

4. Generate action items

The app detects specific tasks, deadlines, and assigned responsibilities from the conversation. Tasks are organized into actionable lists and can integrate with tools like Asana or Trello for follow-ups.

5. Archive meetings

The app saves transcripts and summaries in a searchable database. It categorizes meetings by date, participants, or topics for easy retrieval.

6. Share meeting documentation with relevant stakeholders

The app sends the meeting notes and summaries to participants via email or integrated tools like Slack.

7. Generate meeting insights

AI analyzes meeting data to provide trends, engagement metrics, or feedback on productivity.

Technology stack for an AI notetaking app

1. Speech Recognition APIs like Google Speech-to-Text, AWS Transcribe, or Whisper.
2. Natural Language Processing (NLP) tools like GPT-based models or similar for text understanding.
3. Integration Frameworks like APIs to connect with tools like Zoom, Slack, or task management systems.

How does AI make note-taking productive during meetings?

AI notetaking app makes your meetings ACTIONABLE.

The benefit of Generative AI is that it can contextually understand transcribed text, helping make your meetings:

• Searchable: By transcribing or translating meeting data, the AI can easily answer any queries you may have regarding the meeting. Many AI notetaking apps now provide search assistants or chat interfaces to facilitate searching meeting data.
• Collaborative: More information during and after the meeting helps in making better decisions when teams work and meet together for a task.
• Accurate: Generative AI increases the accuracy of transcription, task automation, and summarization, thus reducing manual work for meeting organizers.
• Insightful: When you have many people joining a meeting, it is easy to lose sight on what is happening in the meeting and engagement levels of everyone. AI notetaking tools or AI meeting assistant apps provide valuable insights by not missing out on information. Some vendors may provide dedicated analytics features for tracking meeting and note-taking metrics.
• Actionable: Some AI notetaking app vendors will include task automation features. It will use the generated action items and recognized speakers to assign right task to the relevant person. By integrating with HRIS, project management, or CRM software, it will share this data and ensure your meeting is truly fruitful.

Who can use an AI Notetaking app?

Many of the listed AI notetaker apps on our Applied AI Tools directory offer below use cases for their products:

Sales teams:

Create action points and automatically follow-up on the lead. The AI Notetaking app can also forward the action points to the CRM and help update the lead profile.

Product teams:

Get insights into your product demos, record questions asked by clients to prepare better answers, analyze meetings, transcribe user research interviews, and more.

Professionals:

Individuals across management, founders, consultants, or investors looking to record meetings, generate action items, follow-up on leads, and more.

Event marketing:

If you’re a coach or a brand running webinars or workshops, one may require to handle and record conversations with large crowds. For this, features like speaker recognition help identify who interacted the most, prepare notes for follow-up, track leads, and more.

Recruiters:

Record interviews to understand interviewee sentiments, extract key topics discussed, create notes, add action items for further follow-ups, create new tasks, and more.

Media professionals:

Creators and marketing media professionals can use AI notetaking apps to transcribe and translate podcasts or research interviews or YouTube videos.

Educational institutions:

Automate creation of lecture notes, improve accessibility of lecture via transcriptions and translations, summarize lectures, and more. You can explore Otter AI which provides dedicated education use case for AI Notetaking.

Call centers:

Enterprises and BPOs can automate end-to-end call center activities like recording conversations for ‘quality and training purposes’, transcribing for generating insights, and send data to relevant teams for further processing. You can check out Krisp which provides dedicated features and pricing plans for call center use case.

Doctors:

For doctors providing online clinical consultations, AI Notetaking apps help reduce clinical documentation work and extract insights for further patient data processing. Look for apps that provide robust security. You can explore Fireflies AI that provides HIPAA-compliant AI Notetaking tool for doctors and healthcare professionals for automating their workflows.

3 best practices of using AI Notetaker app for meetings

To make the most of an AI notetaker app, follow below 3 key best practices:

1. Understand security and data privacy provided by vendor

AI Notetaker apps have different ways to capture and record meeting data. Some may directly send a bot to the meeting, while others may restrict themselves to chrome extension to record audio from the browser. Others may ask you to download the desktop app to get into your system.

For any case, you must understand thoroughly how they capture the data, where it gets stored, and how they process it to generate insights.

Why happens to the data after generating insights? Do they delete the meeting recordings?

Such due diligence is especially important for companies belonging to regulated industries like finance or healthcare. Here, one has to ensure data protection for its customer’s sensitive information.

2. Ask attendees to be articulate

Make sure the attendees are speaking at a good pace that can be understood by everyone – that helps everyone in comprehending them, including AI. You can minimize background noise (for example, Krisp provides noise cancellation features) and ensure that all participants are within range of the microphone.

This ensures that important discussions get accurately captured, reducing the need for extensive post-meeting reviews.

3. Do review the summaries generated and provide feedback

Choose an AI notetaker app that is constantly learning by collecting feedback. This assures you that the app will improve in its transcription capabilities as it learns how good its output is from your feedback.

For this feedback, you must review and edit the output. Include your team members and follow a collaborative approach to review it. Most AI Notetaker apps offer features that allow users to comment on or suggest edits to shared notes. Everyone can chip in their perspectives to fill any gaps.

This also promotes accountability among team members regarding action items and decisions made during the meeting.

Frequently Asked Questions on AI Notetaker apps

How can you ensure the privacy of AI notetaking tools?

To ensure data privacy, you must first of all obtain consent from the attendees and inform them about using an AI notetaker app for recording the conversation. Choose an AI notetaker software vendor that provides such consent management workflows. Check for existing compliance with data privacy regulations like GDPR.

Other measures include keeping access controls for meetings and user permissions of reviewing the captured meeting conversations. Look for AI tools that allow you to set permissions and manage access rights effectively, ensuring that sensitive information is only available to those who need it.

Learn more about – How to ensure data privacy while using AI Notetaking tools?

Are AI Notetakers tools suitable for all types of meetings?

The suitability of AI notetaker tools depends on how the software is recording the meeting. Many apps simply join Zoom, MS Teams, or Google Meets to facilitate the transcription. Others may use browser to record the audio.

Audio clarity plays an important role in the quality of transcription – so any background noise or overlapping speech hinders transcription accuracy. This includes speech clarity of the meeting attendees as well.

Meeting formats also play an important role – some AI notetaking apps may support offline meetings while others may provide industry-specific integrations to facilitate notetaking. For example, doctors may require using custom templates for recording patient information during clinical consultations – hence it is critical for the AI notetaker app to have custom meeting templates as a feature.

How is AI Notetaker app different from AI meeting assistant?

An AI Notetaker app focuses on automating the process of capturing and organizing notes during meetings. It transcribes spoken words into text, summarizing discussions, and identifying key action items.

In contrast, an AI meeting assistant provides a broader range of functionalities – including scheduling meetings, managing agendas, recording video calls, and providing insights beyond just note-taking.

Essentially, while all AI notetakers can function as meeting assistants, not all meeting assistants are limited to notetaking alone.

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

Dive deeper into AI note-taking tools: Top 15 features AI notetaking apps must have for meetings

At Applied AI Tools, we want to make it accessible to learn how to use the numerous available AI software for your personal and professional use. If you have any questions – email to content@merrative.com and we will cover them in our guides and blogs.

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