LESSONS I LEARNED USING AI NOTE TAKERS
One thing I’ve consistently struggled with, whether in work or school, it was note taking. If you read my post on toxic productivity in all facets of life, this probably isn’t much of a surprise. My brain kicks into overdrive, I can’t decide what is most important, so everything becomes most important, and it just becomes more of a focus on taking notes, transcribing notes, and making notes on top of notes than on just logging critical information to use later. Enter AI Note Takers. Everyone is finding ways to incorporate AI in their work, from using it in creative applications to just having it analyze large subsets of data that would have taken hours. But I think AI note takers have been a pretty big game changer, and here is why.
I work in marketing at an agency, breaking the mold of what agencies typically are or are seen as. Leaning in and towards creative and impactful applications, and working with healthcare, there can be a lot of complexity and nuance that needs to be captured. I received feedback one time about how it’s very obvious I’m taking notes and not paying attention to important calls, and when you’re not paying attention, it’s hard to contribute. And suddenly it hit me, not being present isn’t a good look, plus, it’s much easier to miss important details when you’re too focused on collecting the other details. Plus, follow-ups and answering team questions were a significant amount of time, especially with people who would push back. So about nine months ago, I hit the search in an attempt to streamline note taking and enhance my productivity (and follow-up communications!). The results have been both enlightening and transformative.
What are AI Note Takers?
AI note takers are software tools that are designed to literally take notes. They automatically transcribe and summarize meetings, calls, and other content using artificial intelligence to capture words, identify key points, and even provide action items and insights. The note takers can be integrated into various programs such as Zoom and Microsoft Teams, making them easily added to any workplace or online meeting system. Popular ones include Fireflies, Krisp, and Blueprint.
Pros of AI Note Takers
Time + Efficiency - This is one of the most significant benefits, as mentioned above. Instead of spending hours transcribing and summarizing meetings from chicken scratch, rare recordings, or highlighting transcriptions, I can focus on the follow-up and other important tasks. The AI note taker handles the transcription, provides a summary, and allows me to ask/review/extract necessary information.
Accuracy + Consistency - For the most part, AI note takers are accurate, especially when capturing each word spoken. This level of detail ensures no important information is missed. There may be slight nuances missed here and there, but AI note takers don’t get tired, distracted, or take breaks.
Actionable Insights - Many of the platforms I tried went beyond transcriptions. They identified action items, suggested follow-up actions, or would specifically call out feedback/review. This is particularly helpful in fast-paced creative reviews or longer meetings where clarity is important to the project.
Searchability - The notes are easily searchable, which means I can quickly find information from that meeting or past meetings. I can compare notes, look into specific key points, and even look up answers to exact questions that may arise. It’s been a game-changer being able to reference previous discussions or decisions in a snap.
Cons of Note Takers
Set Up + Training - Note takers are powerful tools, but depending on the use case or platform, there may be a learning curve and training that needs to happen. It took a few weeks for the tools to recognize team members’ voices and alter the output notes/summary to a useful format that was easily duplicated.
Privacy Concerns - AI note takers come with a few legal and privacy concerns. The note taker must be visible to not break laws about recording people without their permission, and depending on specific agreements about privacy with team members or clients, they may not be allowed at all. It’s an added level of consideration that needs to be made for data protection, regulations, and sensitive information.
Cost - AI note takers can be expensive, even if many platforms have a free tier. The free tier has limitations such as how many meetings/hours can be transcribed and how stored, which makes recall difficult without removing the notes to a separate platform or document. But ultimately, sometimes the benefits outweigh these barriers.
Enables Willful Ignorance - Even with all of the tools directly in front of someone, there is a chance they will continue on their path, completely ignoring the ability to recall what they were told to do on their own. Despite the best efforts of the team or the platform, others will continue to not utilize the resources in front of them, putting a strain on everyone else.
What I Learned from using an AI note taker
Enhanced Collaboration
One of the most surprising benefits has been the improvement in collaboration. With everyone having access to the same, detailed information, there is less confusion, more alignment, and greater autonomy. Sure, autonomy is the polar opposite of collaboration, but what I mean is, every person is able to work in their own way while recalling exactly what they need to do, when to do it, and why, which leads to better collaboration in my experience. Clients also appreciate the detailed notes, especially when it comes to strategic discussions or when something comes up they need to take offline amongst their own team. Something that a human or I wouldn’t necessarily pick up or even clock as a note to take. Efficiency meetings and better project outcomes are positive in any book.
Improved Focus
Knowing that a robot is taking care of the note-taking has allowed me to be more present and engaged during meetings, which was the point entirely. I can focus on the discussion and contribute more effectively, rather than being preoccupied with writing everything down. I still occasionally type or write things down, but they are one-off mentions to check my notes later for more information or that something is critical. My focus has also improved post-meetings because I’m not losing time to figure out what belongs in a follow-up communication or what some chicken scratch actually means, leaving more time to focus on the important pieces and communications.
Data-Driven Decisions
I hate to be cliche and use ‘data-driven decisions’ but it is entirely accurate here. AI note-taking platforms (and I’ve tried many) have given me a wealth of data that I have used to analyze my work processes. I can see which topics I engage with most frequently, where my strengths are, how often I speak, how much I speak, and even how my tone is, which is important to information delivery. All of this information has helped me make better decisions on how to optimize my work and which skills I need to work a bit harder on. It has also helped me build personal templates for email communications, follow-ups, briefs, and notes that enhance how I work rather than fight against it.
the big idea
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the big idea •
After nine months of using an AI note taker, I can confidently say that it has become an indispensable part of my day. The time savings, accuracy, and insights have made a significant impact on my productivity and efficiency. While I think there are a few initial challenges to overcome and they continue to arise here and there, the benefits outweigh the drawbacks. I think anyone who is spending too much time taking and organizing notes, missing important details, and just not being able to find information could use one of these platforms. It might just be the best solution to streamline and improve how you work. I know it has worked wonders for me.
