01 · The tools
Which AI tools to use for meeting minutes
Otter
VisitLive meeting transcription with speaker labels, summaries and action-item extraction
Fireflies
VisitJoins calls to record, transcribe and summarize with searchable notes
Fathom
VisitRecords and summarizes video calls with highlights and action items
Copilot in Teams
VisitBuilt-in recap, decisions and follow-ups inside Microsoft Teams meetings
02 · The method
Step by step
- 1
Tell everyone you are recording
Get consent at the start. Recording people without telling them is a trust and, in some places, a legal problem.
- 2
Let the notetaker capture the meeting
Use Otter, Fireflies or your platform's assistant to record and transcribe so you can take part instead of scribbling.
- 3
Generate structured minutes
Turn the transcript into a summary, key decisions, and action items with an owner and due date for each. That structure is what makes minutes useful.
- 4
Review and correct
Check the minutes against what actually happened. AI mishears names and can misattribute or invent an action item, so fix errors before sharing.
- 5
Share and confirm actions
Send the minutes promptly and confirm each action item with its owner, so nothing agreed in the room quietly disappears.
03 · Use this now
Copy-paste prompt to write minutes from a transcript
You are a meeting assistant. Here is the transcript of a meeting: [paste]. Produce clear minutes with: a short summary, a list of key decisions made, and a table of action items with the owner and any due date mentioned. Also note any open questions left unresolved. Use only what is in the transcript, do not invent decisions or owners, and flag any action item where the owner or deadline was unclear so I can confirm it.
04 · Avoid these
Common mistakes
- Recording without telling attendees, which breaks trust and can be illegal depending on your jurisdiction.
- Sharing AI minutes unreviewed. It mishears names and can invent or misattribute action items, so a confirmed decision may be recorded wrong.
- Trusting the action items without confirming owners and deadlines, so tasks agreed in the meeting slip through.
05 · Questions
Frequently asked questions
What is the best AI for meeting minutes?
Otter, Fireflies and Fathom are strong dedicated notetakers, and Copilot in Teams or Zoom AI Companion are built into those platforms. Choose based on where your meetings happen, then review the output before sharing.
Do I have to tell people an AI is recording the meeting?
Yes. You should always disclose recording, and in some places consent is legally required. Announce it at the start and note it in the invite so no one is recorded unaware.
Are AI meeting notes accurate?
They capture most of what is said well, but mishear names and technical terms and can misattribute or miss action items. Always review the minutes against the meeting and confirm owners and deadlines before treating them as final.