Question 1

Should I use AI for meeting notes?

Accepted Answer

AI tools (Grain, Fathom, Otter) transcribe and summarize automatically. Great for recordings and searchability. Still review for accuracy. Huge time saver.

Question 2

What should meeting notes include?

Accepted Answer

Attendees, key decisions, action items with owners, follow-up dates. Skip word-for-word transcripts—summarize. Focus on what changed and what's next.

Question 3

Who should take notes?

Accepted Answer

Rotate responsibility. Note-taker often speaks less—consider tradeoffs. AI bots remove this burden. Dedicated person for important meetings.

Question 4

Where should I store meeting notes?

Accepted Answer

Central location everyone can access (Notion, Docs). Linked to calendar or project. Searchable. Not buried in email. Consistent location for each recurring meeting.

Question 5

Which AI meeting tool is best?

Accepted Answer

Grain: clip highlights, CRM integration. Fathom: free tier, clean UX. Otter: transcription focused. Fireflies: broad integrations. Fellow: combines with meeting management.

Question 6

How do I get people to read notes?

Accepted Answer

Send summary, not transcript. Highlight action items. Tag owners. Keep notes scannable. If no one reads them, simplify further.

Question 7

Should I record all meetings?

Accepted Answer

Team meetings: yes, helpful for async access. 1:1s: usually not (privacy). Customer calls: with consent. Recordings enable transcription and search.

Question 8

How do I track action items from meetings?

Accepted Answer

Capture in notes with clear owners. Push to task management tool. Follow up in next meeting. Don't let action items die in documents.

Question 9

What about note templates?

Accepted Answer

Consistent structure helps. Date, attendees, agenda, decisions, action items. Templates for recurring meetings (standup, retro). Adapt to meeting type.

Question 10

How do I handle confidential meetings?

Accepted Answer

Limit note access. Don't record if sensitive. Mark confidential clearly. Some meetings shouldn't have documented notes.

Question 11

How do I make meetings more note-worthy?

Accepted Answer

Clear agenda beforehand. Decision-focused discussion. Explicit action items with owners. Fewer, better meetings = better notes.

Question 12

What if people disagree with notes?

Accepted Answer

Share draft for review before finalizing. Note disagreements if relevant. Notes should reflect decisions, not debates. Clarify in real-time.

Question 13

How do I connect notes to projects?

Accepted Answer

Link notes in project docs. Tag with project/client. Some tools (Notion) organize notes within projects. Context makes notes findable later.

Question 14

What about 1:1 meeting notes?

Accepted Answer

Keep them—track commitments, development, issues over time. Shared doc between manager and report. Reference past conversations. Private between the two of you.

Question 15

How detailed should notes be?

Accepted Answer

Enough to understand decisions without attending. Not a transcript. Action items specific. The right level lets someone catch up in 2 minutes.

I need to capture and share meeting notes effectively

About This Problem

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Notion

Grain

Otter.ai

Fellow

Fireflies.ai

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