The Ultimate Guide in Taking AI Meeting Notes

Meeting overload has become a significant challenge for many. From scheduling to follow-ups, the tasks associated with online meetings can be time-consuming and detract from our ability to focus on strategic tasks. Fortunately, AI meeting assistants are changing the way we handle meetings.

These AI-powered tools can now handle everything from scheduling meetings to meeting note-taking and transcribing conversations in real-time. With advancements like ChatGPT’s new voice-to-text feature, taking accurate AI-generated meeting notes has become easier.

In this guide, we’ll explore how AI can improve your meeting experience, help you stay organized, and introduce the best tools available today. For more tips, explore guides like How to Create a Meeting Recap Using AI and How AI Can Turn Meeting Action Items into Results.

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What is an AI Meeting Assistant?

An AI meeting assistant uses artificial intelligence technologies to:

• Schedule meetings based on your availability and preferences.
• Send out meeting invitations to all attendees.
• Generate meeting notes during the session.
• Create post-meeting summaries to quickly recap what was discussed.
• Identify action items, helping to keep track of responsibilities and deadlines.
• Provide insights for meeting improvement.

You won’t necessarily get all these features in one tool. To maximize productivity, you might want to combine AI scheduling tools with AI note-taking tools. Make sure to test tools and review how they integrate with your workflow.

By automating these tasks, an AI meeting assistant allows you to concentrate on the content of the meeting and engage more effectively. It's like having a super-competent colleague who handles all the logistical details. However, it’s essential to consider factors like pricing, integration with other tools, and your specific work style.

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Can AI Take Notes during a Meeting?

Absolutely, yes! One of the key benefits of meeting assistants is their ability to take accurate, real-time notes during a meeting. These smart note-taking tools can transcribe the conversation and highlight key points using speech recognition and natural language processing technologies. This feature eliminates the need for manual note-taking.

Moreover, AI assistants can organize these notes by topics, making it easier for you to engage in collaborative note-taking and recall the discussion points. For example, tools can categorize highlights as decisions, insights, action items, or callouts, enabling a structured meeting overview.

As a marketing project manager with anxiety, I love leading meetings, but at the same time, I worry that I might miss something. That’s why I love AI meeting assistants because I know that everything is being transcribed, recorded, and highlighted for later consumption.

Language Consideration

When evaluating AI tools for meetings, particularly those with speech recognition and transcription features, it's essential to check the languages they support. Most advanced AI tools can process and transcribe several languages, but the most commonly supported languages usually include:

• English
• Spanish
• French
• German
• Italian
• Dutch
• Portuguese
• Russian
• Mandarin Chinese
• Japanese
• Korean
• Arabic

However, language capabilities can vary significantly between tools. Some AI tools support only a few languages, while others cover a broader range. Ensure that your chosen tool supports the languages commonly used in your meetings. It's also worth checking if the tool can handle different dialects or accents within a language, as this can impact transcription accuracy.

For example, ChatGPT’s voice-to-text feature supports multiple languages, but you should test how it handles accents or variations in speech. Additionally, some tools may offer custom prompts that help clarify language or technical terms during meetings.

If language accuracy is a priority, explore meeting tools that align with your team's specific language needs.

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Why is AI Used for Online Meetings?

As you can see, there are tons of benefits to using AI for meetings. But let's unpack more reasons why AI has become such a crucial tool for online meetings:

1. Automation of Routine Tasks: AI takes over the scheduling, note-taking, and transcribing duties, freeing up professionals to focus on their core responsibilities. No more time wasted on mundane administrative tasks!
2. Enhanced Communication: By transcribing meetings in real time, AI meeting assistants ensure team alignment, minimizing misunderstandings. Tools like ChatGPT’s voice-to-text feature can transcribe accurately and organize meeting points, making it easier for participants to keep track of key decisions.
3. Insights for Improvement: AI systems can analyze meeting patterns and provide actionable insights to enhance effectiveness. From identifying the most productive meeting times to suggesting ways to shorten meetings without compromising outcomes, AI becomes your strategic guide for meeting optimization.
4. Quality Control: AI meeting assistants can capture every detail of a meeting. Whether it's action items, key decisions, or important deadlines, AI helps reduce the risk of missing information.

On top of those neat things, I can use it for potential content on my LinkedIn profile and blog posts. When clients ask me questions, and I provide a well-thought-out answer, I turn them into quotes or ideas for a new blog post.

In this case, meeting notes can be beyond summaries. It can be repurposed in many ways, too!

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Generate AI Meeting Summaries

While AI can go beyond meeting summaries, it is still the most popular and most useful feature.

So, how does it work? The AI meeting assistant listens to the conversation, transcribes it using advanced speech recognition, and identifies key discussion points and action items using natural language processing. Once the full transcription is available, the AI writes notes by going over the content and summarizes the meeting by topics, key decisions, and assigned tasks.

But why are AI-generated summaries so valuable? Here are a few reasons:

• Time-saving: No need to spend hours revisiting a meeting's recording or scrambling through handwritten notes. The summary is ready for you almost immediately after the meeting ends.
• Improved recall: The summary provides a quick reference for what was discussed and decided, helping you remember crucial details and follow up on action items.
• Increased transparency: By sharing the meeting summary with all participants, everyone stays informed about the decisions made and the next steps, even if they couldn't attend the meeting.
• Efficient onboarding: If a new member joins the team, AI meeting summaries can bring them up to speed on past discussions and decisions.

By employing an AI meeting assistant to generate meeting summaries, you can save time, enhance recall, boost transparency, and ensure that everyone—present or not—is on the same page.

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What is the Best AI Assistant for Meeting Notes?

So, what is the best free AI meeting assistant? Ideally, you want a tool that transcribes the meeting and generates accurate AI summaries. Plus, it must work with the most common video conferencing platforms like Zoom, Microsoft Teams, and Google Meet.

As a freelance marketing manager, my favorite tool is Tactiq. It’s a real-time AI meeting transcription tool that:

• Transcribes the meeting in real-time.
• Auto-highlights important sentences in the meeting.
• Provides tailored meeting insights with custom AI prompts – ask Tactiq AI any question about your meeting to get deeper insights.

For example, I usually turn client calls into content that can be posted on Instagram or LinkedIn. I have clients with tons of insights during the call but don’t have the time to write and schedule social media posts. It’s the fastest and most efficient way to generate original and thought-leadership content!

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How to Use Tactiq As Your AI Meeting Assistant

Here’s how you can start using Tactiq in your next meeting:

1. Install the Tactiq Chrome extension – It’s free and easy to set up.
2. Connect your video meeting tool under Integrations (supports platforms like Zoom, Microsoft Teams, and Google Meet).
3. Join your call as usual – You’ll see the real-time transcript in the Tactiq window during your meeting.

After the meeting, you’ll receive an email with a link to the full transcript, including highlights. You can:

• Use pre-built buttons to quickly generate notes and meeting summaries.
• Create custom AI Meeting Kits tailored to your team’s unique needs. For example, if you’re a marketing team launching a new campaign, you can design a kit that highlights the essential details of the launch. You only need to create the custom meeting kit once, and you can reuse it every time you have a launch meeting.

With Tactiq, you simplify taking notes, improve post-meeting follow-ups, and enhance team accountability. Download the free Tactiq Chrome Extension today!

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Embracing AI for Efficient Meetings

AI meeting assistants are no longer a novelty but a necessity. These advanced tools shoulder the administrative burden of meetings, freeing you to focus on the strategic aspects of your work.

By automating routine tasks, enhancing communication, providing valuable insights, and generating meeting notes, AI meeting assistants can transform your remote meeting experience. Whether you're a manager trying to optimize team collaborations or a busy professional juggling multiple meetings daily, AI meeting assistants can add significant value to your workflow.