Taking notes during meetings can be a time-consuming task and it’s often difficult to keep track of them after the meeting. AI tools take note-taking to the next level by identifying speakers, transcribing the call in real-time, and generating a meeting summary that can be shared with team members who weren’t able to attend the call.
1. Create a Meeting Template

When planning a meeting, an effective agenda is key to ensure the discussion stays on point and within the allotted timeframe. Whether you’re running a team brainstorming session with your sales team or a customer discovery meeting, an agenda provides the structure you need to ensure everyone is heard and that decisions are made before the call ends.

However, creating an effective agenda can be a time-consuming process if you have to create it from scratch or rely on traditional tools such as spreadsheets and email. Luckily, the right AI tool can streamline this task and make it easier than ever.

Whether you’re using a full-featured customer meeting management solution like OnBoard or a simple AI notetaker, the first step in creating an agenda is to define the purpose of the meeting and set clear goals for each topic. It’s also a good idea to check in with the participants and ask them for feedback on the most relevant talking points to be included.

An AI meeting agenda maker can help you save a lot of time by automatically creating an organized outline, notes, and action items for you after each meeting. This saves you the hassle of putting together an agenda by hand and helps you keep meetings on track by ensuring that all talking points are covered and that important topics are not left out.

The best meeting agenda maker software can help you with this by automatically generating an outline, notes, and action items from your meeting recordings or transcripts. For example, Sembly uses natural language processing to understand the context of each discussion and the overall goal of your meeting to help you create an organized agenda. It can also highlight important moments in your video conference and generate meeting summaries afterward. Taskade AI Generators 

Another good option is Otter, which offers a free plan for individuals and a paid plan for teams. It automatically transcribes your meetings, shows live transcription, and creates an AI summary or outline for longer meetings. It can also identify speakers, highlight important moments, and identify different types of actions items.
2. Create a Meeting Schedule

While it may not seem like a huge task, planning and creating an effective meeting agenda can be time-consuming. The good news is that there are several tools that can help make this process more efficient. One such tool is AI MEETING AGENDA MAKER, which uses machine learning algorithms to analyze meeting notes and other data to identify key topics and discussions. It then creates an agenda that prioritizes those topics and ensures that all participants understand what will be discussed.

Once the agenda is created, it can be easily sent to all attendees via email or Slack so that they are prepared for the meeting. In addition, the app can also be used to take notes during the meeting, which can save a great deal of time and help prevent distractions. It can also be used to assign action items and deadlines, which can help foster accountability among team members.

One of the most important aspects of a productive meeting is having clear goals and objectives. This will help you determine the purpose of the meeting, which will then in turn inform how the agenda should be created. Having clear goals and objectives will also help you keep your meetings on track and prevent them from deviating from their intended scope.

It's easy to let a status update meeting turn into a brainstorming session or vice versa, which can be very distracting and take up valuable meeting time. To avoid this, it's important to have a shared agenda and to use an app like Otter that allows attendees to take notes during the meeting. Having a shared agenda and an easy-to-use note taking tool will also allow for better follow up and communication after the meeting is over.

Avoma is an AI that takes human-like detailed notes during your meetings. It also automatically transcribes your meetings and provides you with transcripts in real-time, which makes it easy to search for specific moments. It can even create snippets of key conversations and share them with others contextually, allowing you to build transparency and engagement within your organization.
3. Create a Meeting Notes Template

Meeting minutes are a vital tool for documenting decisions, summarizing discussions, and providing accountability for action items. Having a standard template makes it easy to generate minutes after every meeting. Meeting templates can also help you save time during meetings by giving you a head start on taking notes, guiding workshops, and documenting your conversation.

During the meeting, a well-written template helps you to focus on the conversation and ensures that key topics are covered. It also helps you take notes by providing a space for each agenda item, which is helpful for recording decisions and next steps. Afterwards, you can share the minutes with team members and managers to keep everyone on the same page.

An AI meeting assistant can save you valuable time during meetings by transcribing and generating automatic meeting notes. However, it’s important to understand that AI isn’t a replacement for your meeting management skills. You should still consider your agenda, meeting goals, and the role of participants to improve productivity.

A popular option is Otter, which transcribes and generates meeting notes with the press of a button. It also supports a variety of video conference tools, including Zoom, Teams, and BlueJeans. It can even identify speakers and display live transcriptions in a web browser. In addition, it can highlight key insights in the transcript, create an AI outline/summary for longer meetings, and more.

When you create an AI notetaker, make sure to provide a clear and concise description of the purpose of the meeting. This way, you can avoid sending the wrong message to your teammates. Additionally, you should also clearly state your expectations regarding the notes that are generated. For example, if you expect the AI to produce “a detailed report on Q2 sales quota,” it’s important that your team knows this beforehand.

Another critical step when creating an AI meeting notetaker is to ensure that the transcript is easily searchable. To do this, make sure that the file name includes a description of the content and follows any established naming conventions. This will make it easier for your teammates to find the information they need in the future.
4. Create a Meeting Summary

It is important to write a meeting summary that includes all the information you need. This can help your team members who didn’t attend the meeting to know what was discussed, as well as provide them with a record of decisions and actions taken. Ultimately, it helps to make meetings more productive and efficient.

The best way to do this is by following a template that has been specifically designed to help you capture the essential details of your meeting. This will help ensure that the summary is clear and concise, and is free from any errors. Additionally, you will want to include a brief description of the purpose and agenda of the meeting, as well as any notes or presentations that were shared during the meeting. You will also want to highlight any action items or follow-up tasks that were agreed upon.

AI has made significant strides in natural language processing, and can now produce summaries that are very similar to those produced by humans. However, it is important to remember that AI is not perfect and may miss some important details, or may interpret certain words or phrases differently. Therefore, it is important to check over the summary before sending it out to your team members.

AI-powered tools such as Tactiq can help you create a meeting summary automatically after each video conference call. This allows you to save time and get back to work faster. This tool offers real-time transcription and auto-highlighting during your calls, as well as a detailed meeting summary that will be sent to your stakeholders after each call. If you’d like to try out this tool, you can sign up for a free trial here.