Meetings are an essential part of every assistant’s working day, but capturing every important detail while staying engaged in the conversation can be challenging. From recording decisions and writing up minutes to chasing action points, the admin often continues long after everyone has left the room. An AI note taker can help reduce that workload.
From transcribing conversations and summarising key discussions to identifying follow-up tasks, an AI note taker can help PAs and EAs manage busy diaries.
Nowadays, there are many options to choose from. Here’s what to look for when choosing an AI meeting note taker and how to make it work for your team.
What is an AI note taker?
An AI note taker is a digital tool that uses artificial intelligence to capture and process spoken conversations. Depending on the software, it can create transcripts, summarise discussions, identify decisions and generate action points automatically.
Some tools join online meetings through a visible bot, while others work through a browser extension, desktop application or built-in meeting platform feature. Certain tools can also capture in-person conversations.
An AI meeting assistant can be particularly useful for PAs and EAs who attend multiple meetings, support several executives or need to share accurate updates with colleagues who couldn’t attend.
However, features vary between providers, so it’s worth checking what each tool actually offers before signing up.
As Shelley Fishel, founder of Tomorrow’s VA and a trainer in Microsoft 365 and Copilot, explains “Copilot will tell you what was said, but not always what was meant, who went quiet, or whose objection really mattered.”
1. Use transcription to capture the details
One of the main benefits of meeting transcription software is that it creates a written record of a conversation. Rather than relying entirely on handwritten notes, assistants can refer to a transcript to check what was said, revisit important details or clarify a decision.
This can be especially useful during lengthy project meetings, stakeholder discussions or planning sessions where several people contribute.
Look for an AI transcription for meetings feature that can distinguish between speakers, recognise different accents and handle industry-specific terminology. If your executives regularly work with international colleagues, check whether the tool supports the languages they use.
Remember that transcription isn’t always perfect. Background noise, overlapping conversations, unfamiliar names and technical terms can all affect accuracy. Always review important details, particularly names, dates, figures and commitments, before sharing the transcript.
2. Turn conversations into actionable meeting notes
A transcript captures what was said, but it doesn’t necessarily make it easy to identify what needs to happen next. This is where AI meeting notes can be particularly helpful.
Many tools can generate concise summaries organised around key discussion points, decisions and outstanding questions. Some can also identify action points and suggest who is responsible for completing each task.
For assistants, this can simplify the process of turning a long conversation into a practical follow-up document. Instead of reading through an entire transcript, they can review the main outcomes and check that nothing important has been missed.
Shelley Fishel says: “That gap, between what Copilot can process and what a good PA understands, is where your real value sits.”
When comparing tools, look for customisable summaries and action lists. For example, you might want separate sections for decisions made, tasks assigned, deadlines and items requiring further discussion.
However, AI can misunderstand context or assign an action to the wrong person. Review the output before sending it to attendees, and confirm any unclear responsibilities or deadlines with the relevant people.
3. Create meeting minutes without starting from scratch
Formal meeting minutes require more than a general summary. They need to record the relevant decisions, discussions and actions in a clear, structured format.
An AI tool can provide a useful first draft of AI meeting minutes, saving assistants time on formatting and initial write-up. Some platforms offer templates that can be adapted for different meetings, such as board meetings, project updates or team briefings.
Before choosing a tool, check whether you can create custom templates and edit the output. You may need a different format for a formal board meeting than for an informal internal catch-up.
AI-generated minutes should always be checked against the actual discussion and your organisation’s requirements. Not every conversation needs to be recorded word for word, and sensitive discussions may require a more restricted process. The assistant remains responsible for ensuring the final document is accurate, appropriate and ready to circulate.
4. Check integrations with your existing tools
An AI meeting note taker is most useful when it fits into the systems your team already uses. Some tools integrate with platforms such as Microsoft Teams, Zoom and Google Meet, while others connect with calendars, email, project management software or customer relationship management systems.
These integrations can reduce manual admin. For example, meeting summaries might be saved automatically to a shared workspace, while action points can be transferred into a task management tool.
Before committing, check that the software supports your organisation’s meeting platform and can export notes in a format your team can use. It’s also worth checking whether integrations are included in the plan you choose or require an upgrade.
Consider how notes will be shared and stored, too. Automatic sharing can save time, but it shouldn’t give people access to confidential discussions they wouldn’t normally be able to see.
5. Consider privacy before recording a meeting
Convenience should never come at the expense of confidentiality. Meeting recordings, transcripts and summaries may contain personal information, commercially sensitive details or confidential client discussions.
The Information Commissioner’s Office (ICO) advises organisations to consider their data protection responsibilities when using AI tools to record, summarise or process information. Before adopting a new tool, assistants should check with their IT, security or data protection team that it has been approved for use. The ICO’s guidance on AI and data protection provides further information.
Here are some questions to ask before choosing a provider:
- Where is data stored? Check where recordings, transcripts and summaries are held, and whether data may be transferred outside the UK.
- Is meeting data used to train AI models? Review the provider’s terms and available privacy controls.
- Who can access the information? Look for appropriate access permissions, encryption and secure sharing options.
- How long is data retained? Check whether recordings and transcripts can be deleted automatically or manually.
- Does the tool meet company requirements? Confirm that the provider has the necessary security assurances and contractual arrangements.
It’s also important to establish whether recording is appropriate for the meeting and to inform participants in advance. Follow your organisation’s policies on transparency, lawful processing and any required permissions. For highly confidential meetings, manual notes or an approved internal solution may be more appropriate.
6. Make AI meeting notes part of your workflow
Once you’ve chosen a tool, start with a few routine meetings rather than rolling it out everywhere at once. Test the quality of the transcripts, summaries and action points, and ask colleagues whether the output is genuinely useful.
After each meeting, review the notes, correct errors, confirm responsibilities and send the relevant follow-ups. Make sure final minutes are stored in the appropriate location and that recordings are retained only as long as necessary.
AI can take much of the repetitive work out of meeting administration, but it shouldn’t replace an assistant’s judgement. Used carefully, an AI meeting assistant can help PAs and EAs spend less time writing up discussions and more time ensuring decisions lead to action.
Shelley further adds: “Their value is no longer just in how quickly they can get words on a page, but in the judgement they bring to what gets sent, softened, or held back.”
From capturing meeting discussions to managing executive correspondence, AI can help assistants streamline repetitive tasks. Read our guide to using AI email assistants to make inbox management easier for more practical tips.
