AI note-takers record or listen to your meetings and give you a transcript, a summary and a list of action items, so you can focus on the conversation instead of typing. There are two kinds: tools built into Teams, Zoom and Google Meet, and separate apps that work across platforms. Here is how they compare.
Quick answer
- Your company already pays for Microsoft 365 Copilot, Zoom or Google Workspace with AI? Start with the built-in option.
- You meet on different platforms, or want a free tool? Try Fathom, Otter, Fireflies or tl;dv.
- You do not want a bot joining calls? Look at bot-free tools such as Granola or Tactiq.
Built-in options
| Platform | AI notes feature | Good to know |
|---|---|---|
| Microsoft Teams | Copilot and intelligent recap | Needs eligible licences; recording or transcription usually has to be on |
| Zoom | Zoom AI Companion meeting summaries | Available on paid Zoom accounts; the host turns it on |
| Google Meet | Gemini “Take notes for me” | Eligible Google Workspace plans; notes are saved to Google Docs |
Built-in tools keep data inside platforms your company already approved, which makes them the easiest choice at work.
Separate AI note-taker apps
| Tool | Best for | Free plan | How it joins |
|---|---|---|---|
| Fathom | Individuals and customer calls | Yes | Bot, with some bot-free options |
| Otter.ai | Live transcription, interviews | Yes | Bot |
| Fireflies.ai | Searchable library of team meetings | Yes | Bot |
| tl;dv | Remote teams on Zoom, Meet and Teams | Yes | Bot |
| Tactiq | Live transcripts in the browser | Yes | Chrome extension, no bot |
| Granola | Private notes without a visible bot | Yes | App on your computer, no bot |
Free plans usually limit the number of meetings, minutes or AI summaries per month, and features change often. Check each tool’s current plans before you commit. Source: Productive’s AI notetaker review (June 2026).
How to choose: 5 questions
- Which platforms do you use? Teams only, or a mix of Zoom, Meet and Teams?
- Is a bot acceptable? Some clients find a visible “notetaker” bot off-putting; bot-free tools are more discreet but still need consent.
- Which languages? If meetings mix Arabic and English, test transcription quality before relying on it.
- Where should notes go? Look for export to Google Docs, Notion, your CRM or email.
- Is it approved? Check your company’s policy for recording and AI tools.
How to get good results
- Use a decent microphone and ask people to avoid talking over each other.
- Say decisions out loud: “So we agree: Sara sends the proposal by Thursday.” AI picks up clear statements best.
- Review the summary before sharing; correct names, numbers and owners.
- Send the action items in the meeting chat or by email the same day.
Consent and privacy
- Always tell participants that the meeting is being recorded or transcribed, and respect objections.
- Know the law: recording rules differ between countries; some require consent from everyone.
- Be careful with sensitive meetings such as HR, legal or health topics; it is often better not to record them.
- Check data storage and retention settings, and delete recordings you no longer need.
No note-taker? Use a transcript and an AI assistant
If your meeting tool gives you a transcript, paste it into ChatGPT, Claude or Gemini with: Summarise this meeting: decisions, action items with owners and due dates, and open questions. See our guide to writing better AI prompts.
FAQ
Are AI meeting notes accurate?
They are usually good for summaries and action items, but they can mishear names, numbers and technical terms. Always review.
Do they work in Arabic?
Several tools support Arabic transcription, but quality varies, especially with mixed Arabic and English. Test with a real meeting first.