To write meeting notes with AI, use a transcription tool that records the conversation and then writes a summary with decisions and actions. Tell participants before you record. Reread the text before sharing it, because names and decisions can be misheard. Also check where the tool stores the recordings.
Here is the transcript of a [type of meeting] held on [date]. Write the meeting notes in English, one page maximum. Structure: two lines of background, decisions made, actions (who, what, by when), open questions. Do not add any information that is not in the transcript, and flag any unclear passages. Transcript: [paste the text]
Replace the parts in square brackets. Always reread the result before using it. Learn to write a good request
A work situation, an exercise with a real AI model, about 5 minutes.
| Tool | Hosting | Your data | Data processing agreement | Price | Score |
|---|---|---|---|---|---|
| Microsoft 365 Copilot | Hosted in the EU | No training on your data | Data processing agreement available | From €21.84 / user/month | 96 |
| Notion AI | EU as an option | No training on your data | Data processing agreement available | Free, then from $24 / user/month | 89 |
| Fireflies.ai | Hosted outside the EU | No training on your data | Data processing agreement available | Free, then from $18 / user/month | 75 |
| Noota | Hosted in the EU | No training on your data | Data processing agreement on business plans | Free, then from $29 / user/month | 89 |
| Leexi | Hosted in the EU | No training on your data | Data processing agreement available | From $15 / user/month | 96 |
Only checked listings appear in this table, from the most general to the most specialised. No paid placement.
Under review, listings still being checked: Otter.ai.
Test the tool on a real meeting with several voices, accents and your industry vocabulary before adopting it.
Check that it works with your video call tool and also accepts an audio file recorded in a meeting room or on a phone.
The best tools separate decisions, actions, owners and deadlines, and export them to your tracking tools.
A voice is personal data: check where recordings are hosted, how long they are kept and whether there is a data processing agreement.
Microsoft 365 Copilot is the AI assistant built into Outlook, Teams, Word, Excel and PowerPoint. It draws on the emails, files and meetings the user can already access.
Notion AI is built into the Notion workspace: it writes, summarises, fills in databases and answers from your pages. It also offers automatic meeting notes and an agent that carries out a series of tasks.
Otter.ai transcribes meetings and produces summaries with the actions to take. An assistant can join video calls automatically to take notes.
Fireflies.ai joins your Zoom, Google Meet or Teams meetings to transcribe and summarise them. You can then browse your meetings, search them or ask questions about them.
Noota records and transcribes your meetings, whether online, in person or by phone. It produces customisable summaries and draft follow-up emails.
Leexi records, transcribes and summarises meetings held by video call, by phone or in person through a mobile app. Summaries can be synced with note-taking tools, a CRM (customer relationship management software) or other software.
Yes. A person’s voice and words are personal data, so participants must be told about the recording and what it will be used for. Tell them at the start of the session and say who will have access to the file. If someone objects, take notes and have AI tidy them up.
Yes, most accept an audio file recorded on a phone or offer a mobile app. Quality depends mainly on the microphone and the noise in the room. Put the device in the middle of the table and avoid everyone talking at once.
They are often right on the substance, but they can attribute a sentence to the wrong person or invent a detail. Compare the decisions and deadlines with your own notes. This check stops you sending a mistake to the whole team.