Ever walked out of a meeting and thought, “Wait…what did we decide again?”

It happens all the time. You’re trying to stay engaged, listen carefully, and still jot things down. By the time the meeting’s over, your notes look like a half-finished to-do list with no context.

Here’s the truth: taking notes isn’t about how fast you can take notes, but instead a system that captures what matters without pulling you out of the conversation.

That’s what we’ve learned in our agency. After three months of working with an AI notetaker, our process has completely changed. And honestly? I can’t imagine going back.

Why Meeting Notes Are the Unsung Hero of Productivity

Research shows that note-taking improves memory, comprehension, and follow-through. But most people either:

• Try to type everything (and miss the actual conversation), or
• Barely capture anything (and forget the critical action items).

The sweet spot is letting AI handle the heavy lifting so you can stay present.

Our Workflow: The Best Way to Take Meeting Notes with AI

Here’s exactly how we use it in practice.

1. An AI Notetaker Joins Every Call

We use Fathom. It auto-joins Zoom calls, records, and produces transcripts. No frantic typing.

Quick note: if it’s a private or sensitive call, turn it off.

2. Get Instant Recaps in Slack

Within seconds, the recap lands in our Slack channel. Clear, organized, and shareable with the team.

3. Turn Notes into Tasks

Our project assistant moves action items into Asana, linking back to the transcript with timestamps. If I forget why we agreed to bump ad spend, I can jump right to the moment it was discussed.

4. Send Follow-Ups That Feel Personal

We drop the transcript into ChatGPT and ask it to draft a client follow-up email. If someone mentioned a vacation, the email ends with: “Have a great trip, can’t wait to catch up when you’re back.”

That tiny detail builds stronger relationships.

5. Update the CRM Automatically

Instead of scribbling notes after sales calls, AI pulls out the company name, pain points, and goals. We paste it into our CRM and keep moving.

6. Create the “Dentist Effect”

You know how your dentist remembers every little thing about you? It’s not magic, it’s notes!

Before client calls, we scan the last transcript for personal details or goals. Asking “How’s the office move going?” shows clients you’re paying attention.

7. Search and Find Instantly

Need to confirm a number? Ask Fathom: “What budget did we agree on?” It points you to the exact timestamp.

8. Use AI for Coaching and Performance

We even feed transcripts into ChatGPT for feedback: “Act like a sales coach and tell me what I could’ve done better.”

That kind of reflection helps us lead better meetings and sharpen client interactions.

FAQs: The Best Way to Take Meeting Notes

Q: Can AI replace human note-taking?
Not fully. AI captures everything, but you still need human judgment to turn transcripts into clear tasks and context.

Q: Is it legal to record meetings with AI?
Always check local laws. Many states require all-party consent. Best practice: let everyone know a notetaker is present.

Q: How do I keep AI notes from becoming “just another file”?
Integrate them. Push action items into your project management tool, and use transcripts for follow-ups and CRM updates.

Q: Does AI make meetings impersonal?
Not at all. In fact, it helps you be more personal by catching the small details—like someone’s vacation or new office—that you might have missed.

Final Thoughts

The best way to take meeting notes is by investing in a smarter system.

AI notetakers let you stay engaged, capture everything, and follow up like a pro. They save hours each week and make you look more prepared than ever.

Try it for a week. Once you see how much smoother your meetings run, you’ll wonder how you ever managed without it!