Picture this: You’re in yet another meeting, and you can’t shake the feeling of déjà vu. As the same topics come up, you realize that you’ve spent the last hour listening to the same discussions that have happened in the previous three meetings, and you have no idea what you’re going to write in your notes. Practical notes can help make meetings actionable and ensure everyone is on the same page. If you've ever taken notes only to lose your focus halfway through, you know how tedious it can be. Fortunately, artificial intelligence can help ease the burden of note-taking by automatically capturing and organizing key details from meetings. In this article, we'll discuss how to use AI to take meeting notes, importance of note taking, highlight the best tools to do so, and show you how to get started using them.
Antispace's AI-based productivity operating system can help you achieve these goals. By using our software, you can automatically take and organize meeting notes without lifting a finger, so you can stay focused on the discussions at hand.
What is an AI Note-Taker and How Does it Work?
An AI note-taker is an innovative tool that automates the process of capturing, transcribing, and organizing meeting notes so you don’t have to. Instead of manually pointing things down while trying to stay present in a discussion, the AI listens, processes, and generates notes for you in real-time.
How Does an AI Note-Taker Work?
Using technologies like natural language processing (NLP) and speech recognition, the AI joins your meetings (often via Zoom, Google Meet, or Microsoft Teams), listens to what’s being said, and turns spoken words into accurate written text. But it doesn’t stop at transcription. The most advanced tools summarize key points, highlight action items, assign tasks, and even identify who said what, providing you with structured, usable notes within minutes of your meeting ending.
Why Use an AI Note-Taker?
More than just a recorder, an AI note-taker can understand context, spot priorities, and help teams stay aligned without the distraction of manual note-taking. It’s like having an always-on assistant that never misses a detail, making your meetings more productive, focused, and actionable.
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How to Use AI to Take Meeting Notes
Using AI to take meeting notes can transform the way you capture and manage discussions, saving time, boosting focus, and ensuring nothing slips through the cracks. Here’s how to effectively integrate AI into your note-taking workflow:
Add an AI Note-Taker to Your Meetings
Many AI tools work by joining your virtual meetings as an additional participant. For example, in Zoom or Google Meet, you can invite tools like Fathom, Otter.ai, or Fireflies.ai.
These tools listen in, record the audio, and automatically transcribe and summarise key moments from the conversation. It's a hands-off approach that ensures accurate documentation without interrupting the meeting's flow.
Use Built-in Transcription and Summarisation Tools
Some platforms, like Microsoft Teams, come with native transcription features. After a meeting, you’ll receive a full transcript.
To turn this into readable, actionable content, you can run the text through AI summarisation tools like Quillbot or Claude. These can distill long transcripts into digestible summaries, though you may still need to review for missed nuance or context.
Choose a Dedicated AI Note-Taking Platform
The most seamless option is a purpose-built AI tool designed specifically for meetings. Platforms like Antispace, tl;dv, or Sembly not only record and transcribe but also extract action items, decisions, and highlights, often tagging participants and syncing with tools like Notion or Slack. These platforms offer searchable archives and innovative organisation, making it easy to revisit discussions and follow up on tasks.
Whichever method you choose, ensure the tool you’re using complies with your organisation’s privacy policies, and always inform participants when a meeting is being recorded or transcribed by AI. Once integrated properly, AI note-takers can significantly elevate productivity, clarity, and collaboration in your meetings.
Antispace: AI-Powered Productivity, Gamified
Antispace transforms your daily workflow with an AI-powered, gamified productivity operating system. Our platform seamlessly integrates with your essential tools, email, calendar, and notes, while our AI assistant handles everything from email management to task organization.
We've built intelligence into every aspect of your workflow:
- Smart email responses
- Automated calendar management
- Enhanced note taking
- Streamlined task coordination
Antispace is your virtual executive assistant. It reduces context switching and automates routine tasks, letting you focus on what matters while our AI handles the rest. Whether you're brainstorming ideas, managing communications, or coordinating projects, Antispace turns productivity from a chore into an engaging experience.
Get started for free with one click today.
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Benefits of AI Note-Takers
Taking notes during meetings and sharing them with colleagues can consume a significant amount of time at work. According to a survey conducted by Morning Consult, nearly 75% of team leaders said they perform these tasks at least a few times a week, and 48% of leaders surveyed said they spend more time than they want taking notes.
An AI note-taker can help you save time, but there’s more to it than that. Here are a few advantages of using an AI note-taking app.
Save Time with AI-Powered Meeting Notes
It can take hours to manually transcribe, edit, format, and send meeting notes to coworkers and peers. No matter who you are or what you do, there are better ways to spend your time.
Let AI meeting assistants automate transcription and meeting summaries, freeing up time and energy that you can spend on valuable work. Focusing on strategic action items rather than administrative tasks improves your overall efficiency and effectiveness.
Improve Organization: An AI Note Taker Can Structure Meeting Notes for You
Everyone has their approach to taking notes. And while there’s no right way to do so, teams benefit from the consistency and standardization of a template.
AI notetakers automatically structure meeting content into clear, coherent formats that always maintain a consistent appearance, thereby avoiding confusion. They can also categorize information by topic, speaker, and action items, making notes easy to navigate and reference long after everyone signs off of Zoom.
Take Accurate Notes: AI Note-Takers Never Miss a Beat
Whether you’re interviewing job candidates or doing research and discovery for a new client, it’s hard to write fast enough and summarize all essential details by hand. Reliable and precise meeting notes are crucial for informed decisions and accurate record-keeping, especially when the stakes are high.
AI-powered tools with advanced language processing capabilities never miss a beat. They deliver accurate transcriptions of recordings, including context and distinguishing between different speakers, while generating summaries that minimize errors and maximize actionable insights.
Emphasize Knowledge Management: AI Meeting Assistants Preserve Valuable Information
Whether you’re taking a course or participating in work meetings, knowledge is your biggest asset. It gives you a competitive edge in decision-making, strategic planning, and project management because the more you know, the more you can do.
AI note-taking apps systematically transcribe and organize valuable information that can support everything from personal note-taking to data analysis. Many systems also have automated integrations with knowledge management systems, enhancing your ability to safeguard insights and keep know-how accessible.
Align Every Team Member: AI Meeting Assistants Generate Helpful Summaries
Sometimes, you need a quick post-meeting recap. Other times, you miss a huddle entirely. AI-powered notetakers generate summaries that distill lengthy meetings into easily digestible overviews, helping you quickly catch up. The same applies to the people you work with who can’t always attend but need to know what’s happening.
9 Best AI Tools for Taking Meeting Notes
1. Antispace: The All-in-One Meeting Management Tool
If you’re tired of jumping between apps just to keep up with meetings, Antispace is a serious game-changer. It’s not just a note-taking app; it’s an AI-powered productivity system that integrates your email, calendar, and notes into one seamless flow. That means your meeting notes don’t live in isolation; they’re connected to your tasks, events, and inbox.
Smarter AI Notes That Drive Action
Antispace’s AI assistant doesn’t just transcribe or summarise meetings. It understands context, highlights action items, and helps you follow up automatically. Whether you're handling team standups, client check-ins, or brainstorming sessions, the platform reduces context switching and keeps your notes actionable and organised.
Because it sits at the heart of your workflow, it eliminates the need for multiple tools, making it easy to adopt and stick with. If you want a meeting notes solution that goes beyond documentation and helps you execute, Antispace is one of the most intelligent choices out there.
2. Avoma: Your AI Assistant for Sales Meetings
Avoma is an AI meeting assistant specifically designed for sales and customer success teams. It utilizes advanced AI technology to capture automated notes during audio and video calls, ensuring you don’t miss any details. Then you can review the full transcript, make edits, and get more insights with its conversation intelligence AI.
Features:
- Support wide-range conferencing platforms, such as:
- Zoom
- Google Meet
- Teams
- GoToMeeting
- BlueJeans
- Facilitates teamwork and alignment as users can collaboratively work on and refine meeting notes
- Allows users to mark specific moments in the meeting, easing the process of referencing crucial discussions
- Provides actionable insights to improve sales and customer relationships
- Easily synchronize notes and insights with popular CRM systems like Pipedrive, Copper, Salesforce, HubSpot, Zoho, and Zendesk Sell through seamless integration
3. Fathom: Get More From Your Zoom Meetings
Fathom, a newer entrant to the AI meeting tools market, was designed originally to simplify note-taking for Zoom meetings. Now it extends the support for Google Meet and Microsoft Teams.
Fathom has entered the Zoom app marketplace, so you can access this tool easily if you are a Zoom user. But for other platforms, you will need to download desktop software. Fathom is an ideal AI meeting assistant that captures meeting audio and generates a transcript for later review.
Real-Time Notes with Smart Summaries and Integrations
It allows you to highlight crucial points during a meeting with a single click, making it easier to refer back to important information. Another cool feature of Fathom is that it creates comprehensive meeting summaries, emphasizing essential action items so you know what to do next at a glance.
Features:
- Generate text of your conversations in real-time
- Seven languages are supported, including:
- English
- Italian
- French
- Integrates seamlessly with platforms like HubSpot and Slack, facilitating better team collaboration and client information management
- Generate automated meeting summaries
4. Fireflies: Capture Notes Across Multiple Platforms
Fireflies.ai is another notable player in the AI note-taking arena, focusing on recording and transcribing meetings. The tool automatically captures notes across various platforms, including Zoom, Google Meet, Teams, Webex, and more, eliminating the manual effort associated with note-taking.
Using it is relatively simple; just invite the Fireflies notetaker to your meetings via your calendar. It features an editor that enables you to correct, revise, highlight, annotate, and comment on the generated transcript, providing you with even more control over the meeting notes.
Instant Insights & Easy Sharing
This tool can also generate automated summaries, highlighting critical key points, decisions, and action items, making it easier for you to get specific insights without having to re-read all your notes a second time. If you need to collaborate and share the transcripts with your team members, you can easily do so by sending a link or scanning a QR code.
Features:
- Wide integration with CRM tools and team collaboration tools
- Convenient automatic summary generation
- Data is kept secure, thanks to compliance with several call-recording laws
- Can add custom vocabulary
5. InqScribe: A Simple, User-Friendly Transcription Tool
While Rev boasts simplicity and user-friendliness in its website and app versions, InqScribe is also ideal for individuals who prefer a straightforward interface and dashboard. It has no steep learning curve, and you can easily understand how everything works with InqScribe’s guides, blogs, and video tutorials.
InqScribe’s foot pedal control also promotes faster media playback and better accessibility. Once you’ve completed your transcription, you can go back in and edit your text. InqScribe offers a video and text editor in a single window, making it easier for you to make changes to the transcription without losing your place in the video.
Simple, Video-Friendly Transcription for Beginners
InqScribe can also seamlessly integrate with DVD Studio, Premiere, YouTube, Final Cut Pro, and other popular video editing software. It also features a remarkable interface, making it ideal for beginners. Everything is easy to navigate, and InqScribe also features mouse-free transcription through keyboard hotkeys.
Although InqScribe is a handy transcription service, it’s one of the simpler AIs out there. You have to do quite a bit of manual editing, which can be inconvenient to some users.
Features:
- Foot pedal control and mouse-free transcription
- Blogs, tutorials, and how-to guides are evident on the website
- Integration with major video-editing and watching tools
- Text and video editors in a single window
6. tl;dv: Capture Key Moments from Meetings
Founded in 2020, tl;dv is an emerging AI-powered notetaker that aims to automatically record and transcribe online meetings, thereby saving time and making meetings more productive. Currently, tl;dv supports only Zoom and Google Meet. The usage is simple: admit the tl;dv meeting notetaker in, and it will start recording immediately.
With a focus on ensuring critical points are captured and easily accessible, tl;dv offers functionalities that enable efficient meeting recaps and tracking of discussion progression across multiple meetings.
Smart Summaries & Highlights in 25+ Languages
tl;dv offers speaker recognition transcripts in over 25 major languages. Users can mark key moments and notify others during a call, making it easier to reference later. tl;dv uses AI to generate concise meeting summaries, ensuring you get all the essential details. Create a clip of the vital information from a meeting recording and easily share it with your team.
7. Otter: Transcribe Audio Meetings in Real Time
Another AI-driven note-taking app is Otter, which can easily convert voice meetings into searchable text, guaranteeing accuracy and organization. This platform is ideal if you need to transcribe video and audio conferences, lectures, interviews, and other recordings.
Otter AI employs speaker diarization to identify and separate audio segments based on each speaker's voice, making it easy to attribute meeting notes to the correct person. Aside from transcription, Otter also boasts AI-generated summaries of the meeting.
Easy, AI-Powered Meeting Summaries with Speaker ID
If you don’t need word-for-word transcription, this can be a great way to get the gist of a meeting without getting lost in the weeds. Like Notta, Otter has a user-friendly web app and convenient mobile apps for iOS and Android devices. You can also integrate this platform with video conferencing tools, such as:
- Zoom
- Google Meet
- Teams
Features:
- Speaker identification for detecting who is talking at any given time
- AI-based keyword identification
- Fast and efficient AI-generated summaries
- Uses AI to provide noise reduction for more accurate transcription
8. Rev: Accurate Meeting Transcriptions
Rev utilizes its AI-powered platform to transcribe meeting notes with guaranteed 99% accuracy. Supporting more than 15 languages, you can rely on this AI note-taking app to record meetings and convert them into readable texts in your preferred language. This approach is most effective when global leaders are involved.
Rev doesn’t just rely on AI, although this is an AI-powered platform. It also has human transcriptions to help avoid mistakes and ensure accuracy. This added human element sets it apart from other AI and helps guarantee the accuracy of the text being generated.
Accurate AI Transcription with Live Captions and Subtitles
The service generates live captions, which are particularly useful for webinars and other live presentations. Rev is super helpful for making subtitles. You can use it to add subtitles to videos or meetings to meet ADA rules. It’s accurate and doesn’t cost too much.
The app can also add things like gestures or actions to your meeting notes, so people who missed the meeting can still understand what happened. It also adheres to ADA and FCC rules to ensure your files are safe and private.
Features:
- Integrations with Vimeo, YouTube, Dropbox, and Zoom
- User-friendly app and intuitive website
- FCC and ADA compliance
- 99% accuracy
- Live captions are generated for video meetings
9. Gong: Go Beyond Meeting Notes
Gong is one of those AI tools designed for sales teams like ours. It doesn’t just record meetings, it understands what’s happening in your sales calls. It picks up on patterns and gives you insights that help you have better conversations with your clients.
When you know how your customers interact, it’s easier to close deals. What I love about Gong is that it goes beyond note-taking. You can track team performance, deals, and even market trends, all in one place.
Smart Sales Analytics Made Easy
The analytics and reporting tools are a lifesaver. Instead of spending hours putting together reports, Gong does it for you, which frees up your time to focus on actual selling. Plus, it integrates seamlessly with tools like Zoom and Microsoft Teams, so you don’t have to change the way you already work.
Whether you need help tracking deals, managing your team, or spotting market trends, Gong’s got you covered with its revenue intelligence platform. One thing that’s different about Gong? It doesn’t just look for keywords like some other tools.
Trend-Driven Sales Insights with Real-Time Transcription
Instead, it identifies trends and gives you real-time insights that matter. You can also customize it to fit your business needs, ensuring the data you receive is accurate and useful. One of Gong’s downsides is its customized pricing. You cannot see fixed prices on its website, and the rates can be expensive for small to medium-sized businesses.
Features:
- Integration with Zoom for live captions and real-time transcription
- Prevents transcription errors with its AI-powered speech-to-text model
- 85% transcription accuracy
- Sales coaching and generating customer insights
- Supports global languages
Let Our AI-based Productivity Operating System Handle Your Boring Work
Taking notes is one of the least favorite tasks for meetings. Not everyone can be the designated note-taker, and even those who enjoy it can find it tedious. Note-taking with AI tools like Antispace can transform this tedious chore into an engaging experience.
Antispace is a productivity operating system that gamifies note-taking. The platform integrates with your existing tools, such as email and calendar, to help you take better notes and organize your tasks. Antispace turns note-taking from a chore into an engaging experience.
Get started for free with one click today.
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