How To Automate Your Meeting Notes

Automatically creating meeting notes? Sounds too good to be true. In our article, we show you how it works and what limitations it may entail.

One reason for inefficient meetings is the lack of meeting notes. With the rise of artificial intelligence, it seems like a logical step to automate the creation of meeting notes. In our article, we’ll show you how this works and why there might be better ways to efficiently create and manage your meeting notes.

Why would you want to automate your meeting notes?

  • Time Efficiency: Automated meeting notes significantly reduce the time spent on manual note-taking and transcription. This allows team members to focus more on the discussion and less on capturing details, leading to more productive and engaged meetings.
  • Accuracy and Consistency: Automation ensures that meeting notes are accurate and consistent. It captures all relevant information without the risk of human error or bias, ensuring that important details are not missed or incorrectly recorded.
  • Easy Access and Reference: Automated notes can be easily organized, searched, and shared among team members. This accessibility ensures that everyone has access to the same information, facilitating better communication and collaboration post-meeting. It also aids in tracking decisions and action items, ensuring accountability and follow-through.

Which software do I need to automate my meeting notes process?

To automate your meeting note process, you’ll need software that specializes in either one or a combination of the following functionalities:

  1. Voice-to-Text Transcription: Software that can accurately transcribe spoken words into text in real-time. This is essential for capturing the content of verbal discussions during meetings.
  2. AI-Powered Note-Taking Tools: These tools go beyond basic transcription. They use artificial intelligence to identify key points, decisions, and action items in the conversation, organizing them into coherent and concise notes.
  3. Meeting Management Software: Some comprehensive meeting management tools include automated note-taking features. They often integrate with your calendar, provide agenda templates, and automatically generate meeting summaries.
  4. Collaboration and Productivity Suites: Platforms like Microsoft Teams or Google Workspace often have built-in or add-on capabilities for meeting transcriptions and note-taking. They can be a good choice if you’re looking for an all-in-one solution that integrates with your existing workflow.

Why We Don’t Automate Our Meeting Notes and How We Still Maximize Meeting Efficiency

At our company, we’ve decided against automating the transcription of meeting notes due to several key reasons. Firstly, automated transcription can often be error-prone, leading to inaccuracies in the captured information. Additionally, there are concerns regarding data privacy, as sensitive information discussed in meetings could be exposed. Another significant issue is the generation of extensive text, which, more often than not, goes unread due to its volume and sometimes lack of coherence.

To address these challenges while still enhancing efficiency, we use our software, ZipDo. This tool organizes meetings into channels similar to Slack, creating a structured system where meeting notes are naturally segregated by topic. This approach is particularly effective for recurring meetings, such as weekly team gatherings. For each meeting, ZipDo automatically creates a note that is accessible via a timeline within the channel.

This feature not only keeps our meeting notes well-organized but also makes them easily retrievable. Furthermore, it seamlessly integrates the meeting agenda into the notes, ensuring that all relevant information is readily available and efficiently managed. This system allows us to maintain a high level of organization and accessibility without the pitfalls of automated note transcription.

How To Automate Your Meeting Notes: Step-By-Step

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Step 1: Choose the Right Automation Tool

Select a tool that specializes in meeting note automation. Look for features like real-time voice-to-text transcription, AI-powered summarization, and integration with your current meeting platforms. Popular options include Otter.ai, which offers excellent voice recognition and AI summarization, and Microsoft Teams, known for its seamless integration with Office 365 and built-in meeting transcription services. Ensure the tool you choose aligns with your team’s needs and technical capabilities.

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Step 2: Set Up Integration with Meeting Platforms

Integrate your chosen automation tool with your meeting platform, such as Zoom, Microsoft Teams, or Google Meet. This typically involves installing an add-on or enabling a feature within the meeting platform. For instance, if using Zoom, you can integrate Otter.ai by connecting it in the Zoom Marketplace, allowing it to automatically join and transcribe meetings.

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Step 3: Customize Settings for Accuracy

Fine-tune the settings of your automation tool to enhance accuracy. This includes setting the language, adjusting audio input settings, and adding custom vocabulary relevant to your business. For example, in Otter.ai, you can add specific terms, names, or jargon that are commonly used in your meetings to improve transcription accuracy.

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Want to run a better meeting? Try ZipDo, our Meeting Note Software.

  • Connect your Google Calendar
  • Automatically create a note for every meeting
  • Organize your meetings and meeting notes in a channel like Slack
Try ZipDo free
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Step 4: Conduct a Test Meeting

Run a test meeting to evaluate the tool’s performance. Pay attention to the accuracy of transcription, the effectiveness of AI summarization, and how well it integrates with your workflow. After the test, review the notes and summaries to identify any areas needing adjustment, such as improving audio quality or tweaking language settings.

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Step 5: Train Your Team

Educate your team on how to use the automated note-taking tool effectively. This includes understanding how to start and stop recordings, access and share notes, and utilize any additional features like highlighting key points or adding annotations. Ensure everyone is comfortable with the tool to maximize its benefits.

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Step 6: Regularly Review and Optimize

Regularly review the automated notes for quality and relevance. Gather feedback from your team on the tool’s effectiveness and any challenges they face. Use this feedback to make continuous improvements, such as adjusting settings, updating the custom vocabulary, or even switching tools if necessary to better meet your team’s needs.