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Take notes and summaries from meetings and calls: which AI tools people use, and a simple workflow
"I forget what we agreed on after calls."
Tools that fit this job
Listed in no ranking order. Each line states only what the vendor's own page says. Prices are on each tool page with a source and date.
- Fathom: The Free plan lists unlimited recordings and transcriptions with instant AI summaries.
- Otter.ai: The Basic plan is free with 300 monthly transcription minutes.
- Gemini (Google AI plans and Google Workspace): Workspace Standard lists Gemini in Meet; check the plan page for note-taking specifics.
- Microsoft 365 Copilot: The Copilot Business add-on covers Teams meetings per Microsoft's description; confirm on the page.
Free-first tip: try the free plan, or the AI that comes with software you already pay for, before buying anything new. Do not install a pile of tools; start with one.
A simple workflow
This workflow is our own suggestion, not vendor documentation.
- Pick one notetaker and try it on one internal call first.
- Tell everyone at the start of the call that notes are being taken, and ask if anyone objects.
- After the call, copy the action items into your task list (not the whole transcript).
- Delete recordings you do not need to keep.
- Review the summary once for errors before you share it.
Copy-paste starter prompt
From this meeting transcript, list: (1) decisions made, (2) action items with an owner and due date, (3) open questions. Quote nothing that is not in the transcript. Transcript: [paste]
Watch-outs
- Recording laws differ by state and country. This site is not legal advice; ask your lawyer if unsure.
- Do not record calls where people discuss health, payment cards or other sensitive details unless you have a plan for storing them safely.
Before you paste real business information, read Before you paste anything into an AI tool.
General information, not professional advice. Prices and plan features last verified October 17, 2026 from the sources linked on each tool page.