How to Get Meeting Notes and Summaries with Artificial Intelligence

Metaverse Planet October 30, 2025Last Updated: October 30, 2025

3 minutes read

Artificial Intelligence is now in every area of our lives, and there are many fields where it is actively used in the business world. Meetings are undoubtedly one of them. So, how can we get an AI to take notes and generate summaries for us during a meeting?

The never-ending meetings, trying to listen to the speaker while simultaneously trying not to miss key points… This is a shared problem for all of us today. What if we told you: “You don’t need to take notes anymore, just focus on the meeting”?

Thanks to AI-powered tools, we have entered an era where long meeting recordings can be analyzed in seconds, providing you with concise summaries and action items. In this article, we will answer the question: How can you get meeting notes and summaries with Artificial Intelligence?

Contents show

Why Should We Use AI in Meetings?

First, let’s answer the obvious question. In the past, the meeting would end, someone would compile the notes, distribute them, and most often those notes would never be read again. Artificial Intelligence, however, is fundamentally changing this situation.

By actively using AI in your meetings, instead of listening to the entirety of a 1-hour meeting, you can quickly catch the essential points by reading a 2-minute summary. Moreover, you can achieve 100% participation and think more creatively without the stress of wondering, “Did I note that down?“

It’s not strictly necessary to generate a summary. AI can transcribe the entire conversation, ensuring no important detail is missed. It can also take note of the tasks assigned to you during task distribution and even create a ‘to-do list’ if you wish.

How Does AI Prepare Meeting Notes?

We will explain how to use it step-by-step later in the article, but to summarize the working principle: you connect the platform you use (Zoom, Google Meet, Teams, etc.) to the AI assistant. When the meeting begins, your AI assistant joins the meeting like a participant and records the audio.

The AI transcribes everything it hears during your meeting minute by minute. Some tools can even differentiate between the people speaking.

When it comes to analysis and summarization, immediately after the transcript—that is, right after the meeting ends—it reads the entire text and comprehends the main ideas, decisions made, topics discussed, and tasks assigned. Following this, it delivers the results to you, either as a summary or a list, according to your needs.

Which Methods and Tools are Used for Meeting Summaries?

In-Platform Features (Zoom, Teams, Google)

The video conferencing programs we use have started offering these features themselves, meaning you can use them without connecting an external AI.

Microsoft Teams (Co-pilot): Provides a summary during the meeting, tells you who said what, and lists the tasks.
Zoom (AI Companion): Can send you an automatic summary after the meeting or you can ask, “What did I miss in the last 5 minutes?” during the meeting.
Google Meet: Offers similar summarization and transcription features.

Third-Party “Bot” Assistants (Otter, Fireflies, Fathom, etc.)

These tools send a “note-taker bot” to your meetings on your behalf. They connect to your calendar and automatically join when the meeting starts.

According to user feedback, these assistants often provide more detailed analyses compared to built-in AI tools. They also support a greater variety of platforms for outputting the notes.

Manual Method (ChatGPT, Gemini, Claude, etc.)

If you have an audio or video recording of the meeting, you can paste the text (transcript) obtained from this recording directly into ChatGPT or a similar AI chatbot.

Prompt Example: “Read the meeting transcript below. Give me a 5-point summary, list the main decisions made, and list all tasks assigned.”

You can customize the prompt above based on what you need from the meeting summary. No matter which AI chatbot you use, it will generally give you the result you are looking for.

Will Meeting Data Be Secure?

This is the most critical issue. If you are using the in-house AI of an enterprise tool like Microsoft Teams or Google Meet, your data generally remains within your company’s security policies (though this doesn’t mean it’s 100% secure). However, if you use a third-party tool (Fireflies, Otter, etc.), you must definitely read the tool’s Data Privacy Policy. It is advisable to be extra cautious in meetings where highly sensitive and confidential information is discussed.