A meeting agenda is how you set expectations for the purpose of a meeting and the topics it will cover. Planning that in advance — and sharing it in advance — means everyone arrives prepared and on the same page. That also means less time wasted getting everyone up to speed.

Factors like setting a purpose for the meeting, deciding on discussion topics, and inviting appropriate attendees are all keys to success. But having one collaborative place to plan and document those factors is also important — and that’s where a meeting agenda template and a tool like Fellow come into play.

Here, we’ll take a closer look at why meeting agendas are effective for productive meetings, how to structure a meeting agenda, and share 18 examples and templates you can try.

• What is a meeting agenda?
• Why does every meeting need a meeting agenda?
• Who owns the agenda?
• What should be included in the meeting agenda?
• 10 tips for creating an effective meeting agenda
• Why your agenda needs iteration and experimentation
• 18 free meeting agenda examples and templates
• The best tool for meeting agendas: Fellow

Never take manual meeting notes again

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Why meeting agendas are core to effective teams

Meetings are so important for effective collaboration, decision-making, and brainstorming. But without some form of structure, participants in these calls may not know how to jump into a discussion or in what order they should approach topics. This leaves a lot of room for ambiguity and risks the meeting going off-topic or over time.

Instead, meeting agendas provide a clear structure for what to talk about, who is responsible for each point, and how much time is allocated to discuss each topic. 

On the topic of the importance of meeting agendas, Roger Schwarz from the Harvard Business Review says,

“An effective agenda sets clear expectations for what needs to occur before and during a meeting. It helps team members prepare, allocates time wisely, quickly gets everyone on the same topic, and identifies when the discussion is complete. If problems still occur during the meeting, a well-designed agenda increases the team’s ability to effectively and quickly address them.”

Who owns the agenda of a team meeting?

Alright, now that you know why having a meeting agenda is so crucial, you might be wondering: who’s in charge of creating one?

The owner of the meeting agenda is the meeting organizer. It’s up to this person (or a team of people) to create the template, but remember that it’s everyone’s responsibility to add talking points and various action items that need to be discussed. 

If only the manager takes the time to add talking points, it will only be the manager talking. Not only is this not productive or a good use of everyone’s time, but chances are also good there will be some yawns from meeting attendees. 

How to structure a meeting agenda: 9 sections to consider

If you’re the meeting organizer and it’s up to you to create the agenda, here are some must-haves that you’ll need to include to make the meeting agenda as comprehensive as possible:

1. Title of the meeting: Clearly state the purpose or main topic
2. Date, time, and duration: Specify when the meeting will start and end
3. Main objective: Briefly describe the main goal of the meeting
4. Talking points: Break down the meeting into specific topics or segments
5. Supporting documents: List any reports, data, or other materials attendees should bring or review beforehand
6. Decisions: A segment to determine what decisions were made or not made
7. Action items: Assign and document what actions need to be taken post-meeting
8. Follow up: If it is a recurring meeting, confirm if it is necessary to meet again or confirm the next meeting date and time
9. Feedback: Provide a way for attendees to give feedback on the meeting for continuous improvement

How in-depth you go into each of these components will vary depending on the type of meeting you’re holding, but the agenda should cover these elements throughout. Remember, the agenda should be distributed in advance to give attendees enough time to prepare.

10 tips for creating an effective meeting agenda

• State the meeting purpose and objectives
• Incorporate AI for agenda optimization
• Prompt attendees to add talking points
• Attach relevant material
• Assign facilitators for each topic
• Allocate time for each section
• Prioritize talking points strategically
• Add a section for action items
• Leave a section for questions
• Automatically share the agenda with meeting attendees

1State the meeting purpose and objectives

Every agenda for a meeting should outline a clear purpose—this is known as your meeting purpose statement. It’s for helping the rest of your invited group of participants understand what the call’s goal is! Including this meeting purpose statement in your meeting invitation is also important as it allows attendees to quickly identify if the meeting is relevant to them or not. If you’re using a meeting management tool like Fellow, you can embed the purpose statement directly into every invite so you don’t forget! 

2Incorporate AI for agenda optimization

Artificial intelligence (AI) tools have come a long way in automating work! When incorporated into meeting planning, AI tools can help optimize your agenda by recommending new topics, sorting the order of talking points, and transcribing the notes at the end of your call. When you leverage AI to take care of some of these challenging or mundane administrative tasks, you’ll grant yourself more time to focus on other growth drivers for your team! 

3Prompt attendees to add talking points

It can be difficult to find innovative ways to get your participants more involved in meetings. But you don’t actually have to go that far out of the box to find successful virtual engagement strategies in your team calls. One simple prompt is to request that team members add their own talking points to the meeting agenda. You can add talking points as questions that they need to answer, such as, “What are some blockers that you need help overcoming this week?” This will spark collaboration and ensure that the meeting topics are highly relevant to your team’s needs. 

4Attach relevant material 

Any documents that will be discussed during the meeting should be linked directly to the meeting agenda. Not only does this help your attendees review content ahead of time to come prepared for the call, but it also allows you to quickly pull up the necessary documents mid-meeting to discuss them with the group. 

Pro Tip: Using Fellow, create an action item with multiple assignees at the top of the agenda prompting people to check off the task as they read the material before the meeting! 

5Assign facilitators for each topic

Facilitators are the people who are responsible for each section. They might be doing a presentation on that topic, moderating the conversation, or just ensuring that the discussion doesn’t go off the rails or over the allocated time limit. A helpful way to quickly coordinate and assign facilitators for each topic is through Fellow’s Sections automation. A feature like this makes it easy to visually identify whose section is coming up next and what topics will be presented by that person.

6Allocate time for each section

When people show up late or have technology issues, your meeting will be at risk of going over time. This can trigger the rest of everyone’s schedules to be delayed for the day, which isn’t an effective use of time. To avoid this, have at least five minutes at the start of the call for set-up and icebreakers. Then, allocate time for every other section and add this to your agenda. Knowing how much time is dedicated to each topic will help your facilitators plan their segments. In case you have guest speakers jumping into the meeting at a specific point, having a predetermined timetable will also help them know when to connect. 

7Prioritize talking points strategically

A recent study showed that social relationships in the workplace can actually become strained by too many meetings and meetings that aren’t organized effectively. As a solution, the study suggests organizing meeting talking points so that there is a small amount of time for social conversation before jumping into the business talk. This allows attendees to ease into the conversation and feel more heard at work. 

From there, try to organize the meeting agenda so that it covers foundational topics that are necessary for contextualizing other topics later in the meeting. Then, the next topics should be the ones that are high priority and need to be discussed first in case you run out of time. 

8Add a section for action items

Action items are essentially the to-do’s following each meeting. The agenda for a meeting should contain a spot for listing these action items as they are decided throughout the call. You’ll also want to make sure there is always a person assigned to complete the action item and a due date, as having these will improve accountability in getting it done! 

9Leave a section for questions

At the end of your meeting agenda, have a spot for any questions. Of course, questions can be asked and answered throughout the meeting if you prefer, but some meeting types—like a town hall—might have a presentation that can’t be interrupted. So, leaving 10-15 minutes at the end of each presentation is a great way to avoid interruptions in key sessions while also ensuring that employees’ concerns are heard. 

10Automatically share the agenda with meeting attendees

Making sure that your attendees actually receive the agenda for a meeting is important! Without it, they’ll be just as lost when the meeting time comes as if you didn’t build the agenda at all. Automating the distribution of the agenda is a way to save time and take another thing to remember off of your to-do list! Try to share the meeting agenda with your meeting attendees at least one business day in advance so that they can review the necessary materials, add talking points, and ask any pre-meeting questions they might have. 

Why your agenda needs iteration and experimentation 

Remember what we said about your meeting agenda being a living, breathing document?

We stand by this statement, but even so, you shouldn’t be afraid to throw it in the trash and start new.

No meeting agenda is perfect, and no matter the size of your company or the industry it’s in, things change. The agenda that worked in Q1 may no longer be a perfect fit come Q3. 

Just like you need to consider “Do I actually need this meeting?” every so often, you need to reflect on your agendas the same way. Don’t be afraid to roll up your sleeves, iterate, and improve on your agenda from time to time to reach maximum meeting productivity. 

18 free meeting agenda examples and templates 

1Weekly team meetings

2Remote team meeting

3Company-wide townhall meetings

4Board meeting minutes

5Leadership team meetings

6Performance review meeting

7One-on-one meetings

8Peer meeting agenda

9Project kickoff meeting

10Sales team weekly kickoff

11Daily Leadership Huddle Template

12Weekly Executive Calendar Review Meeting Template

13Monthly Management Meeting Agenda Template

14Sales Team Meeting

15Weekly Scrum Meeting Template

16Engineering Manager One-on-One Meeting Template

17Performance Improvement Plan

18Employee Retention Meeting Template

The best tool for meeting agendas: Fellow

Fellow is an AI meeting assistant that helps teams have their most effective meetings. When Fellow joins a meeting — whether in Google Meet, Zoom, or Microsoft Teams — it automatically records, transcribes, and summarizes the call.

But even a bad meeting that’s recorded is still a bad meeting, which is why Fellow helps to make meetings more productive. Ahead of your meeting, invitees can contribute to a collaborative agenda. Choose from our library of 500+ meeting agenda templates, or create and customize your own with AI suggestions. Either way, everyone will arrive prepared.

After the call, Fellow sends out an AI recap that summarizes the meeting. Plus, follow-up is made easy with Ask Fellow — like ChatGPT for your meetings. Before your next meeting, Fellow will send a pre-meeting brief summarizing your last call.

You’ll be able to find all your meeting recaps as well as your agendas — which become your meeting notes — in your recording library. Set up permissions in this library to control who within your organization can view which calls.

Fellow is built from the ground up with security and privacy at the forefront. In addition to best-in-class security standards, call recording can be paused and resumed at any time. And, after, you can permanently redact and delete portions of the recording, transcript, and call.

Parting advice

Meeting agendas have a lot of benefits. They help organize you and your team, they provide a centralized place for accessing information, and they’ll continue to evolve as your team grows! Also, the best part about meeting agendas is that they’re customizable to different needs. Depending on the type of meeting that you’re running, you can opt for more formal or informal agendas that hit on different talking points. Feel free to test a few different options using our meeting agenda examples and templates and explore what works best for your team! 

Meeting agenda FAQ

What is a meeting agenda?

A meeting agenda is a document that organizes the talking points for an upcoming call. You can create a meeting agenda with pen and paper or, for easier sharing and collaboration with colleagues, you can make a virtual one, too, using a tool like Fellow.

Meeting agendas are typically created by the organizer of the meeting and then shared with meeting participants at least one business day in advance. Since everyone on the call has access to the document, it becomes a central place to track the meeting’s purpose, plans, and outcomes. It can even be useful and added to during the call as well! 

The post 18 Free Meeting Agenda Examples & Templates That Work appeared first on Fellow.app.

This customer relationship management (CRM) platform helps customer-facing teams track vital data to optimize sales and retention. It’s a go-to source of truth and keeping it accurate is a top priority.

As useful as HubSpot is, it’s made even more useful thanks to AI tools that integrate with the platform. There are now a large variety of AI-powered tools with built-in syncing to HubSpot, making sure your tech stack works better together. These tools run the gamut from AI meeting assistants, to marketing asset tools, to data enrichment.

What these tools tend to have in common is that they help keep HubSpot updated, organized, and as detailed as possible. In the end, that supports your CRM hygiene and productivity.

Here, we’ll take a look at 14 of the best AI tools with HubSpot integrations across a spectrum of uses.

14 top AI integrations for HubSpot

1. Fellow

Fellow is an AI meeting assistant and note taker that records, transcribes, and summarizes your meetings. 

Fellow displays information from HubSpot during customer calls, so you always have the right information where you need it. After calls, Fellow syncs your notes to HubSpot, including AI suggestions for fields. That improves CRM hygiene because you no longer have to manually update HubSpot.

Later, handoff from sales to CS is a breeze because all of your calls and meeting notes with a given customer are stored within your shared meeting library.

Fellow supports meetings before calls with pre-meeting briefs and agendas, as well as after the call with automated recaps.

Best for: Keeping calls with customers organized and documented.

Key features

• AI call summaries alongside a video recording and accurate transcription
• Format summaries in popular sales frameworks like MEDIC
• Meeting agendas with templates to prepare for every call
• Ask Fellow — like ChatGPT for your meetings
• Generate customized follow-up emails
• Trackable action items
• Shared org-wide recording library with permissions settings
• Best-in-class security and privacy measures
• 50+ integrations including HubSpot, Salesforce, Linear, and more
• Support for 99+ languages

Pricing

Free plan available and paid plans starting at $7 per month per user. HubSpot AI sync starts with the Enterprise plan at $25 per month per user.

2. Clay

Clay is a data enrichment tool that takes what you already know and adds details from premium sources. Then, Clay lets you act on that fresh data with automated workflows. Overall it ensures your CRM hygiene is squeaky clean so it’s able to serve as a single source of truth.

Best for: Sales teams looking to improve their data’s usefulness and accuracy, which in turn improves prospecting.

Key features

• Auto-update HubSpot with data enrichment and formatting
• Account and lead scoring
• Track job changes and hiring updates
• Automate outbound messaging

Pricing

Try for free and then paid plans start at $134 per month for 24,000 credits. Plans scale up from there all the way to custom enterprise pricing.

3. Instantly

Instantly uses AI to automate and optimize email outreach by finding warm leads and scaling email campaigns. It integrates with HubSpot to sync contact details and track engagement automatically.

Best for: Outbound sales campaigns.

Key features

• Use AI to build hyper-targeted contact lists
• Email setup and unlimited inboxes
• Enrich and personalize leads with AI prompts
• B2B database with over 160 million contacts

Pricing

Plans range from $30 to $286 per month, with custom pricing available for enterprise plans.

4. Pocus

Pocus plugs into your HubSpot data and uses AI to find opportunities. Rather than manually looking for which accounts to focus on, this AI agent lets you know the best time to strike. All of that means ensuring more of your sales reps’ time is spent productively.

Best for: Revenue teams with a lot of data looking to improve efficiency.

Key features

• Identify and prioritize prospects
• Data Enrichment
• Usage and web visits insights
• Find warm outbound opportunities

Pricing

Must book a demo.

5. Zapier

Zapier connects your HubSpot data to thousands of other apps, allowing you to create automations without needing to know any code. That means using AI to take care of tedious tasks, freeing teams up to focus on what really converts.

Best for: Any team with tasks that would be better automated.

Key features

• Integrates with many tools, not just HubSpot
• 7,000+ integrations
• AI chatbots to answer questions
• Build tables with your data

Pricing

Free plan includes 100 automations per month and paid plans start at $19.99 per month. Enterprise pricing is custom.

6. Vidyard

Vidyard helps sales teams create personalized video for prospects using AI at scale. When paired with HubSpot, you can add video messages to inbound campaign efforts and then track their efficacy.

Best for: Sales teams who want to leverage video content.

Key features

• Video performance and engagement analytics
• Automated personalization
• Generate full videos with AI avatars
• Automate next steps once your videos land

Pricing

Free to start and paid plans start at $59 per user per month with custom plans available.

7. Monday.com

Monday.com is a Work Operating System (Work OS) that helps teams run projects and optimize workflows. It integrates with HubSpot to align your whole organization on work involving customers and keep your processes in one place.

Best for: Teams needing project management with a HubSpot integration.

Key features

• AI workflow automation
• Intuitive project tracking
• Create dashboards for any workflow, such as sales pipelines
• At-scale email and tracking

Pricing

Free plan for two seats with paid plans starting at $9 per seat per month and ranging to custom enterprise plans.

8. Arrows

Replace “next steps” email chains with dedicated and centralized pages that track your meetings, onboarding, and communications. Both you and your prospect can all the info about your interactions in one place, integrated with HubSpot data.

Best for: Customer-facing teams working together to onboard new customers.

Key features

• Collaborative pages for each customer
• Analyzes HubSpot data using AI to optimize your sales pages
• Create sales pages that reflect each customer’s branding
• Guided onboarding progression

Pricing

A 7-day free trial, and then paid plans start at $500 per month.

9. Forwrd.ai

Quickly build AI models for your accounts to access lead scoring, churn prediction, and other analysis. Sync it with HubSpot to build upon your existing customer data.

Best for: Teams looking for AI-driven sales intelligence.

Key features

• Data analysis and prediction
• AI sales forecasting
• Lead prioritization
• Sync insights with your other processes

Pricing

Must book a demo.

10. Apollo AI

Apollo is an end-to-end sales platform. It takes your HubSpot data and enriches it, then helps grow your business with GTM tool integrations, email and call features, and AI to personalize and optimize.

Best for: Teams looking for a one-stop sales solution.

Key features

• Email outreach automation and personalization
• Contact data enrichment
• AI lead scoring
• AI call assistance

Pricing

Free plan available and paid plans start at $49 per user per month.

11. Outreach.io

Outreach.io is an all-in-one platform for sales and CS team members. Using your HubSpot data, it can help manage deals and customers from start to finish, on one platform.

Best for: Customer-facing teams looking for one comprehensive tool.

Key features

• Sales forecasting
• Conversational intelligence
• Rep coaching
• AI deal inspection

Pricing

Pricing by request.

12. Seventh Sense

Rather than just sending mass emails, Seventh Sense is an email marketing tool to optimize sends and analyze the results. Using HubSpot data, it determines the best time to reach out to your contacts.

Best for: Teams that want more efficient email campaigns.

Key features

• AI email optimization
• Automated engagement tracking
• Detailed campaign insights
• Email personalization

Pricing

Plans start at $80 per month.

13. Chili Piper

Chili Piper is a scheduling and chat tool that helps teams qualify and book meetings with prospects. It can automatically update HubSpot records, ensuring that meeting details are logged.

Best for: Sales teams that want to streamline appointment booking and improve conversion rates.

Key features

• Lead qualification and routing
• Meeting scheduling within HubSpot
• Calendar integration
• Contact form and phone call options

Pricing

There are two plans, Concierge and Handoff that start at $30 per user per month plus a platform fee.

14. HubSpot Breeze

Finally, HubSpot has its own built-in suite of AI solutions called Breeze. It’s an AI assistant designed to help with everything from tasks to automations to data enrichment.

Best for: Existing HubSpot users looking for built-in AI automation.

Key features

• AI agents to automate tasks
• Data enrichment with Breeze Intelligence
• Breeze Copilot gen AI assistant
• Buyer intent intelligence

Pricing

HubSpot has many plan options starting at $20 per month per seat.

Make HubSpot even more powerful with AI tools

No matter what you’re doing in HubSpot, there’s likely an AI tool that can enhance the process.

What’s true across all customer-facing teams is that your meeting with prospects and customers are your primary source of information that needs to get into HubSpot. That’s why Fellow is our top pick for AI tools that integrate with HubSpot. All teams can benefit from Fellow’s HubSpot automations that capture and organize meeting insights, ensuring that nothing falls through the cracks.

Try Fellow for free.

The post The 14 Best AI Tools That Integrate With HubSpot appeared first on Fellow.app.

Recently, there’s been a slew of columns, news articles, and LinkedIn buzz about the wave of AI assistants that have been popping up at meetings. For example, Tim Duggan wrote for The Sydney Morning Herald that we need to take a moment to think about how we’re introducing AI note takers before simply piling them into meetings.

“I’m all for adopting useful new technologies, but there are both ethical and legal questions we need to address,” he wrote.

Add to that, a column in Bloomberg, another in the Wall Street Journal, and thoughts on LinkedIn like this from founder Dr. Jim Wagstaff.

We also interviewed Katrina Ingram, the founder of Ethically Aligned AI, an Edmonton-based consultancy that helps organizations make better choices when onboarding AI technology. 

“Because it’s so new and it seems like overnight we now have this new capability, people are still really trying to navigate that,” says Katrina. 

The ubiquity of these posts shows that AI note takers aren’t just a trend — they’re one of the most useful tools recently developed for the workplace. With an AI note taker, meeting attendees are finally relieved from the burden of manual note-taking, freeing them up to fully participate in a meeting. By recording, transcribing, and summarizing meetings, AI meeting assistants create a reliable, searchable record of every call, keeping attendees informed and accountable.

However, AI meeting assistants also raise ethical and etiquette questions and, at Fellow, we’re not afraid to address them head-on.

AI meeting assistant etiquette checklist

Here, we’ll go over some do’s and don’ts for using an AI note taker. Follow these to ensure the comfort, security, and confidentiality of your meeting attendees while still taking advantage of these tools. This is a great resource to forward to your team members if you’ve just adopted a new AI note taker. Along the way, we’ll hear from AI and ethics experts.

1. DO: Ask to start recording, especially if it’s your first meeting

Our first etiquette tip is to never simply have your AI meeting assistant join and start recording without an explanation or getting consent.

There are two reasons for this. First — it’s just polite! If someone would prefer not to be recorded, whether for personal comfort or because a sensitive topic will be discussed, they should be given a chance to opt out. 

Second, there’s a legal issue here. In some regions, recording requires consent from all parties involved.

So, the best course of action is to clearly ask, “Is it okay if my AI meeting assistant attends this call?”

In the same vein, be on on time for your meetings so your fellow attendees are just sitting and staring at your bot. Katrina remembers the first time this happened to her, and it was rather confusing.

“It was actually kind of funny because the bot went there to the meeting first before the person showed up, and I said hello to it,” she says. “And I’m like, oh, wait a minute, I think I just said hello to a bot.”

Although you may be used to your bot, remember that for others this may be their first time encountering an AI meeting assistant.

“Imagine if this were real life and we were meeting at a coffee shop. Instead of you showing up, some random stranger shows up that I don’t know who they are, and they sit down at the table. They don’t really have the capacity to introduce themselves so they just kind of show up,” says Katrina.

“That would be super weird, right? We would not do that to someone.”

This may change over time, though. Perhaps in 10 years, says Katrina, bots in meetings will be such a no-big-deal move that disclosures won’t be necessary. Likewise, if your organization uses an AI meeting assistant for all your internal meetings, at some point everyone will be comfortable and simply expect a bot to arrive.

“But right now we’re in a moment where things are still really new. So it’s a courtesy to have that conversation with people and to legitimately give them the opt out,” says Katrina.

2. DO: Explain what the bot does and why it’s useful

Once you’ve introduced your AI meeting assistant, the natural next question is going to be what it does. You should be prepared to answer that question.

At the most basic level, you can explain that your bot is going to record the meeting and create a transcript and summary of the discussion. You can say how this will be helpful in remembering what was said, eliminating the need for manual notes, and keeping track of action items. And, best of all, your fellow attendees can get the recap, too.

Most people just want to be informed about what your app is doing. They may also want to know what will happen to that meeting data. With Fellow, for example, it will be placed in a secure meeting library and only attendees will have access to it.

3. DON’T: Use an AI note taker if you’re not sure it’s secure

An AI meeting assistant has the privilege of listening in on your company’s most important discussions — therefore, making sure they’re secure is paramount.

Our next tip is that you shouldn’t sign up for and bring an AI meeting assistant to meetings without first ensuring that it’s secure. Ideally, that means your IT department has assessed and approved a particular AI note taker for company-wide use.

We wrote a guide for what security and privacy measures to look for in an AI meeting assistant, along with a downloadable security checklist.

At a minimum, a secure AI note taker should:

• Not use meeting data to train its AI
• Be SOC II and GDPR ready, as well as HIPAA compliant if needed
• Let you determine who can see meeting recaps
• Let you determine how long data is retained for
• Let you control which meetings are recorded
• Allow you to pause and resume recording, as well as redact afterward

A good AI meeting assistant’s security protocols should be easy to find and easy to understand. If you’re not sure, don’t risk it.

Also, keep in mind that other attendees might have questions about security that you might need to answer.

“I do think you should be able to answer some of the basic questions around privacy. For example, what is the purpose of the transcription or the recording? Is it for your own notes? Is it going to wind up in some other documents? Is it going to be remixed with other data and used for something else?” says Katrina.

“You need to be prepared to kind of have a conversation around that.”

4. DO: Limit the number of bots in a meeting

One of the AI meeting assistant faux pas we’ve seen come up in social media posts is when bots outnumber attendees.

“When there are more bots than people on a call it feels like no one values the meeting and so you are wasting your time attending at all,” says Ann-Maree Morrison. She’s an e-commerce and business advisor who wrote an article on LinkedIn about how AI meeting assistant etiquette needs to be more clear.

“It is also extremely rude to those who do attend as they have scheduled and taken time for the call out of their busy schedules. They cannot talk to the bot!”

This is an easy one to address. First, we recommend that organizations adopt a single AI note taker app. This is a smart move for security, but also because it means there will be a shared recap library so only one person’s bot needs to attend to capture information for everyone.

Another issue that has arisen is that people are sending their bots to meetings so they can skip attending. Asynchronous updates are one of the huge advantages of AI meeting assistants because it means meeting attendees can be kept to a reasonable and productive number. However, rather than sending your bot without explanation, the best option is to have an org-wide note taker onboarded. That was, you can be sure a colleague brought it along and can share the recap with you.

5. DO: Pause recording for sensitive conversations

For the majority of business meetings, having a recording, transcription, and summary is a huge benefit. However, there are exceptions.

“Sometimes meetings are sensitive for HR or personal safety reasons,” says Ann-Maree.

That could mean turning off recording for the call, but with a tool like Fellow, you have more options. Fellow allows you to pause recording with a single click, completely shutting off the meeting bot. Then, simply resume once a sensitive conversation is done.

Knowing that, if your fellow attendee has concerns about something being recorded, you can explain that the recap stays between attendees, but still have the option to pause recording if that’s preferred.

Did you forget and record something you shouldn’t have? With Fellow, you’re able to redact portions of a conversation and permanently delete it from the recording, transcript, and summary.

With these features, you get the best of both worlds.

6. DO: Share the recap after so everyone can benefit

This ties in with limiting meeting bots. To ensure all stakeholders can reap the benefits of an AI note taker, make sure to share the recap.

The caveat here is that this should be done securely. With Fellow, for example, recaps are by default only shared with meeting attendees. Make sure if you share the recap beyond that group that those people are approved. It’s simply good etiquette to only share meeting notes with people all attendees have approved, or that are within your same organization.

Along with this, also keep your company’s meeting recording library organized with Channels so everyone can benefit. For example, customer calls from the Sales or Customer Success team are great viewing for your Marketing team to gain customer insights. Keep your library sorted with channels, like you can do with Fellow, and maintain permissions for appropriate access.

7. DO: Develop an AI policy

Our last piece of advice for AI meeting assistant etiquette is for organizations. Ai meeting assistants are hugely helpful and here to stay, so get ahead of this technology by developing an internal policy.

This is a policy that, ideally, lets employees know which AI note takers are approved for use, what conversations or teams should skip recording, and how to manage bringing the AI meeting assistant to external meetings.

“I think what’s really important is doing that level of corporate due diligence and then from there thinking about the protocols and the norms we’ve been talking about,” says Katrina.

She also adds that organizations should be prepared to revisit that policy often as AI technology and norms evolve.

“If you’re going to pick a use case, this one makes a lot of sense for me to really get on top of now that it’s here,” she says.

Meeting etiquette in the AI age

In the end, using an AI meeting assistant ethically and with good etiquette comes down to ensuring comfort and security. With these tips, you can go forth with confidence to your next AI-powered meeting.

It’s also worth noting that these norms will change over time. For example, here at Fellow, we bring our own AI meeting assistant to nearly every meeting and we’re all very comfortable with having Fellow come along. Over time, at other organizations, AI meeting assistant usage will also become more commonplace and require less explanation.

The key is also choosing the right AI meeting assistant. Fellow is built with important features like pausing and resuming recording and redacting after the fact. We’re also transparent and proactive when it comes to security. With our implementation sessions, we help make the transition to using an AI note taker as smooth as possible.

Try Fellow for free today.

The post AI Etiquette: 7 Expert Tips for Using AI Meeting Assistants appeared first on Fellow.app.

However, an often-overlooked factor key to making a meeting successful is following up with a timely email that keeps momentum moving forward.

Let’s go over why it’s crucial to send that follow-up email, how to write a follow-up email, and follow-up examples or templates you can use for reference.

Why is it important to follow up?

It is important to follow up after a meeting for many reasons. First, it’s a professional courtesy that fosters positive relationships. Remember, they’re taking time out of their day for you.

Furthermore, the last thing your attendees will remember is the last thing discussed. Therefore, sending a follow-up email will help remind your attendees of the key points discussed during the meeting.

How to write a meeting follow-up email

Now that you know the importance of sending a follow-up email post-meeting, it’s time to learn how to send one.

• Show appreciation
• Recap the meeting
• Summarize key decisions
• Add next steps
• Include the next meeting date

1 Show appreciation

Taking time out of your day to attend a meeting isn’t always easy. Instead of getting important work done, you are using your valuable time to be at a meeting. With that in mind, it’s considerate to show your appreciation and thank your meeting attendees. 

Sending a follow-up email also demonstrates proper etiquette, especially when working on completing a deal or after meeting with someone for the first time. For example, sending a thank you email after a sales meeting could be a crucial step in closing. 

For internal meetings, it’s also important to show appreciation for your team members because it helps build trust and fosters a good relationship between you and your coworkers. 

A study done by the Workhuman Research Institute found that “when workers agreed ‘I feel appreciated for the work I do,’ they are 47% more likely to agree that leaders cared about building a human workplace.”

2 Recap the meeting

Even after the most productive meeting, it can be hard to remember everything that happened, especially if you’ve been talking for an hour or more. Therefore, in your follow-up email, it is important to include a recap of the meeting to keep everyone on the same page

Now, you may be wondering about how to write a follow-up meeting recap. So, let’s see what important information you should include:

• A list of everything discussed during the meeting
• A list of the action items and who were assigned to them
• Any reference documents used during the meeting

Refer back to your agenda, meeting notes, recording, and transcript to find all the information you need to summarize the meeting.

3 Summarize key decisions

Your meeting had a purpose, and key decisions needed to be made during it. A good practice for follow-up emails is to restate the purpose as well as the decisions you came to as a group.

As a rule, meetings that don’t have a clear purpose or concrete results are the ones that need to be reevaluated. If this is a common problem, make sure to implement meeting agendas, note-taking, and a meeting management solution like Fellow.

4 Add next steps

When writing your follow-up meeting email, it is important to include the next steps. This will hold everyone accountable for what they’ll do next by having it down in writing to retrieve whenever they need it. This is also important information for those who were unable to attend the meeting so they stay informed of their own action items.

5 Include the next meeting date

At the end of your follow-up email, be sure to reference your next meeting, whether by including the set date or proposing a time.

You can add the next meeting date to the bottom of your follow-up meeting email so you won’t have to search your inbox to find out when your meetings are. If you need to schedule the next meeting, you can use templates to figure out the perfect wording. They can be especially helpful when the meeting is skip-level or with someone unfamiliar.

This will allow attendees to easily find out when the next meeting is and keep you from reminding yourself to send out meeting reminder emails later.

How to send a meeting follow-up email with AI

You can automate your follow-up email with Fellow. Simply use the Ask Fellow assistant, “Write me a follow-up email for this meeting.” Copilot will then automatically generate a professional and thorough follow-up email you can simply copy, paste, and send. This works best after the meeting has been recorded, summarized, and transcribed by Fellow.

After a meeting recorded with Fellow, you can also instantly share meeting recaps with participants for record-keeping and send them to other interested parties to keep them informed, eliminating the need to send separate meeting follow-up emails. Fellow’s AI generates human-level summaries, capturing nuances or even multiple languages so that everyone is on the same page.

Fellow also allows you to assign, visualize, and prioritize action items in one place, eliminating the need to list out each action item in the follow-up email.

Best practices for follow-up emails with Fellow:

• Automatically send post-meeting recaps, so you don’t have to!
• When sharing an agenda or notes with a teammate, add them directly to the calendar event for full visibility and collaborative access.
• When sharing an agenda or note with an external attendee, use the share button on the top right. You can add them as a guest user or give them a public viewing link.

Tips to write great meeting follow up emails

Use these tips when you’re drafting your next follow-up email:

• Send it within 24 hours of the meeting
• Keep it short and to the point
• Clarify and assign action items
• End on a positive note

1 Send it within 24 hours of the meeting

Don’t wait — send your follow-up email after meeting someone within 24 hours. Not only will the meeting be fresh in your mind, but if attendees,  want to look back on anything discussed during the meeting, they do not need to wait more than a day. It also means attendees can get started on their next steps and action items as soon as possible.

This also reflects good meeting etiquette with potential clients, showing them you are proactive in getting things done. If you wait too long, you risk your follow-up message being grouped with the many cold emails the recipient may receive.

2 Keep it short and to the point

No one wants to read a long email. It’s likely that recipients will simply scroll through, skim the topics, and never give it a second thought. If you want your attendees to read your follow-up emails (and you do!), you need to keep your emails short and to the point. 

Make sure you reflect this in your subject line so the attendees can clearly identify the follow-up email for what it is. Your subject line should be succinct, clearly reference the meeting’s topic, and hint at next steps. A well-written subject line ensures the follow-up email won’t get passed over in anyone’s inbox.

3 Clarify and assign action items

Clarifying what the action items are and who is responsible for them is very important to include in your follow-up emails to avoid tasks not being done. By clearly assigning each person a task, the responsibility is not on the whole team but on each individual to get their work done. If a meeting participant could not attend, you can also opt to send a separate email to someone who missed the meeting to recap the meeting and any action items.

4 End on a positive note

The final tip to writing a good follow-up email is to end on a positive note. Even if you get no responses, ending on a positive note will send employees off to do their work feeling empowered and ready to work. This will also foster a healthy work environment and promote psychological safety with team members.

7 follow-up email templates

Here are some examples of meeting follow-up emails to help guide you through how to create the perfect follow-up email templates:

• After a team meeting
• After a meeting with a prospect/potential client 
• After a networking event
• After an Informational Interview
• After a customer meeting
• To ask for meeting feedback
• To schedule another meeting

1 After a team meeting

2 After a meeting with a prospect / potential client 

3 After a networking event 

4 After an Informational Interview

5After a customer meeting

6To ask for meeting feedback

7To schedule another meeting

The post How to Write a Follow-Up Email After a Meeting: Tips and 7 Templates appeared first on Fellow.app.

Manual note-taking like this can be slow and unreliable. But tools such as an AI meeting assistant make meeting minutes transcription easy for everyone to understand and access. You can watch recordings and read the meeting notes on your own time, and remote workers don’t have to worry about technical problems or different time zones. Plus, having accurate transcriptions means you can skip meetings you don’t need to actively participate in.

Read on to discover how using AI to transcribe meeting notes improves overall note accuracy and team productivity.

How to transcribe meeting minutes

Fellow has built-in recording, transcription, and summarization, so you don’t have to install additional resources for extra features. Everything’s in one place, making it easy to track discussions in real-time and even easier to find what you need later.

Before you start, invite Fellow to your preferred meeting platform, whether Zoom, Microsoft Teams, or Google Meet.

There are a few days to do this:

• Turn the auto-recording feature on by clicking the lightning bolt icon in the app’s top-right corner and toggling “Auto-record” on. This will invite Fellow to all of your meetings.
• On an individual meeting page in the Fellow app, you can toggle on “Auto-record” at the top ahead of time to ensure Fellow will attend that particular meeting.
• Once a meeting has started, click “Take AI Notes” either in the Fellow app, or within your video conferencing tool once it’s integrated with Fellow.

Using any of these three methods, Fellow will attend to provide a meeting recording, meeting transcript, and AI meeting notes.

Once your call is done, your meeting transcription along with a summary and recording will appear in your Fellow meeting library. From here, you can share that recap with team members who can benefit from it as well as review action items and next steps.

Best practices for high-quality meeting transcriptions

Following these tips helps Fellow or any other meeting transcription software give you a more precise transcription with well-organized notes. 

1Use clear dictation for audio transcription

Fellow works better in quiet settings with clear audio, such as a dedicated conference room with minimal background noise. However, some of your employees may work remotely, with little control over their surroundings. Consider offering your team a stipend for high-quality audio equipment, like microphones and pop filters, for improved recording accuracy.

2Talk slowly and pause

Encourage your team to speak at a moderate pace and take pauses between sentences. It’s also important to avoid filler words like “um,” “er,” and “like,” which increase transcription errors and affect the quality of meeting minutes.

Talking slowly lets your note-taking tool capture each word and helps participants understand the speaker. You can also lead by example during meetings. Speak deliberately and thoughtfully when making opening statements, allowing team members to digest complex topics during the small breaks between sentences. They’ll follow your lead.

3Let a moderator guide the meeting

A designated moderator ensures meetings flow smoothly by managing turns and diverse perspectives and redirecting the conversation to agenda items.

4Use a meeting agenda template

Moderators can ensure calls stay on track by using a meeting agenda. A well-defined agenda keeps conversations focused and — if you use a template built into Fellow — categorizes the transcription into sections before it even begins.

Think of updates since the last meeting, the topics you want to address, and action items to implement before the next session. Fellow automatically handles action items for you, even adding “Questions” and “Decisions” sections to your meeting recap’s highlights.

2 free meeting minutes templates

Here are two meeting templates from Fellow that work seamlessly with the Copilot for more productive calls.

1Meeting Minutes Template

This outline fits nearly every need, from long sessions with multiple participants to quick one-on-ones. It covers:

• Key discussion points
• Attendee details
• Previous minutes’ approval
• Off-topic motions
• Adjournment

2Board Meeting Minutes Template

Board meetings usually involve key decision-makers discussing critical issues that require resolution ASAP. This meeting template for board members is free, compatible with the Copilot’s auto-record feature, and has all the bells and whistles to help the moderator organize this important information in one place. 

If you’re looking for a more formal template for board members and senior executives, try this one instead.

Make the most of your minutes with Fellow

A dedicated meeting recorder and transcriber transforms how you conduct meetings, leveling up manual note-taking to something as easy as clicking a “Record” button. Several AI-powered tools exist, but Fellow stands out for its ease of use and centralization.

Apart from accurate meeting minutes and video transcription services, Fellow has built-in features to improve productivity workflow before, during, and after your meetings. With Fellow, you can create collaborative agendas that ensure every meeting has a clear purpose. During, Fellow provides your meeting recording and meeting transcription. After, use Ask Fellow to get help writing a follow-up email or check your action items in your personal queue.

Say goodbye to slow note-taking and try Fellow for productive AI-powered meetings.

FAQ

What are meeting minutes?

Meeting minutes are a written or typed record summarizing the main points and action items discussed. They’re a valuable reference for attendees and non-attendees, keeping everyone on the same page.

AI-powered transcription tools (like Fellow) turn speech to text for meetings and create accurate, detailed notes. This approach saves your team time (less repeating yourself later, fewer questions from teammates) and ensures no one misses critical details.

Also, Fellow offers CEOs and senior executives a way to manage remote and asynchronous teams effectively, ensuring that internal responsibilities and client expectations are consistently met. For those in similar leadership roles, all you have to do is follow a few simple steps to start creating minutes.

The post Generate a Meeting Minutes Transcription: A Complete Guide With Templates appeared first on Fellow.app.

Also called an AI meeting assistant, these apps simplify the meeting process from start to finish. An AI bot for meetings can join your calls to perform useful tasks, as well as offer support before and after your calls.

Keep reading to learn more about meeting bots and how to make them work for you and your organization.

The #1 AI meeting assistant

Fellow automatically records, transcribes, and summarizes your meetings while seamlessly integrating into your meeting workflow and favorite tools — all in one place.

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How meeting bots optimize meetings

The following are three of the best ways that a bot can optimize your next meeting.

Recording and transcribing meetings

Even the best human note-takers can use a helping hand now and then. By using an AI bot to record and transcribe your meetings, you stay present and focused rather than struggling to jot everything down. Plus, bots can determine who’s saying what, keeping your transcripts clear and easy to follow. And on the off-chance that a bot transcribes something incorrectly, you can always correct it based on the bot’s audio or video recording.

Reminding your team about upcoming meetings

When all hands are on deck for a project, it can be hard to remember when your next check-in meeting will be. That’s why meeting bots remind your team for you — this way, you can focus your efforts on making the meeting worth their while. 

When your meeting is approaching, a bot can alert your team and remind them to click that meeting link and gather in the waiting room. Plus, with Fellow’s meeting automations like pre-meeting reminders, auto-record, and post-meeting recaps, setting up these reminders has never been easier.

Connect with your favorite tools

A great AI meeting bot fits seamlessly into your tech stack. That includes actions like:

• Meeting reminders and recaps in Slack
• Filling in CRM fields with customer info
• Syncing with project management tools, such as Kanban boards

Tools work best when they talk to each other, and your AI meeting assistant is no exception.

Top 7 meeting bots 

Below are the top seven meeting app bots, as well as their key features and uses.

Fellow: Best overall

Fellow’s isn’t just a meeting bot — it also offers seamless integrations with Microsoft Teams, Zoom, and Google Meet. Fellow automatically records, transcribes, and summarizes meetings so you’re not left second-guessing what was covered in your last huddle. It shifts your attention away from note-taking and toward strong meeting leadership, keeping you and your whole team engaged and present.

Within minutes of your meetings ending, you can search Fellow’s transcript to review the most important details from each conversation. With Fellow, you can easily share AI meeting summaries, along with meeting recordings and searchable transcripts. Fellow will also generate meeting sections to organize talking points and automate action items and decisions based on the conversation so everyone is aligned and follow-ups are clear.

Fellow also integrates with 50+ other tools, from communication apps like Slack, to CRMs like HubSpot and Salesforce, to project management solutions like Linear and Jira.

Importantly, Fellow is built from the ground-up with security in mind. It is SOC 2 audited and HIPAA compliant and has customizable permissions controls to ensure only the right people can see recaps. Plus, with pause/resume and redaction features, you have full control over your meeting data.

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Fireflies.ai

Fireflies.ai offers an AI meeting assistant that transcribes and analyzes recordings from virtual meetings. It’s notably compatible with Webex in addition to the big three online meeting platforms (Microsoft Teams, Zoom, and Google Meet). 

With Fireflies.ai, you can manipulate the playback speed to reach the point faster (or slower). You can also use Fireflies.ai’s collaborative software to get all hands on deck when it comes to reviewing a recorded meeting.

Fathom

If you’re looking to try out a meeting bot on a budget, then Fathom might be the right choice for you. This free AI meeting assistant is compatible with Microsoft Teams, Zoom, and Google Meet, and also integrates with CRMs like Hubspot, Salesforce, and Close. Fathom also has a searchable repository for calls and provides keyword alerts, which can save you valuable post-meeting time.

Avoma

Avoma’s end-to-end AI meeting assistant specializes in conversation intelligence and revenue intelligence. As such, it might be a good fit if you’re looking for support on meeting analysis. It transcribes and records meetings automatically, and it provides AI-generated notes that can give you the gist of long and complex meetings.

Avoma is more than a Zoom bot — it’s also compatible with Bluejeans, GoToMeeting, Highfive, Lifesize, and UberConference. It tops this spate of integrations off with speaker identification, AI scorecards, and automatic scoring.

Sembly 

Sembly is an end-to-end meeting assistant known for meeting notes and summaries. It curates the most important information from your meetings, with less of an emphasis on analysis. It also highlights the most important items from each transcript, including action items, upcoming events, and possible risks or issues.

Sembly works on Zoom, Google Meet, and Microsoft Teams. Once you sync it with your Outlook or Google Calendar, it’ll automatically join, transcribe, and summarize your meetings.

Otter

Otter is an AI-powered meeting assistant. It records and transcribes your meetings in real time, and once your meeting is done, it automatically sends everyone a summary.

This bot offers search and keyword analysis, as well as the option to ask the bot, through AI chat, to retrieve quotes from the transcript. You can ask OtterPilot anything about your recorded meetings, and if the answers are in the transcript, it’ll direct you to them. 

Airgram

Airgram is another meeting bot that syncs your calendar availability and automatically joins your meetings so you can set it and forget it. You can use Airgram to record and transcribe your meetings, and it also sends out links and snippets to key internal and external players. 

Your team can integrate Airgram’s meeting bot with Google Calendar, Outlook, Slack, Google Docs, Notion, Zapier, and Hubspot. With a wide range of software compatibility and features, Airgram is a good fit if you run a small team looking to get stuff done.

How to add a bot to a meeting 

Adding a bot to your next meeting doesn’t have to be intimidating, especially if you’re using Fellow. Its user-friendly interface makes adding it to your next meeting easier than ever. 

Fellow’s browser extensions feature allows you to toggle Fellow without leaving your call or breaking your meeting’s flow. Plus, if you know you’ll need the bot in advance, you can schedule the Copilot to join existing and future events automatically. With Fellow, it’s truly that simple.

Check out the video demo below to learn how to invite Fellow to meetings.

Smart meetings, smart work with Fellow

Whether you’re streamlining your meeting processes or trying to make better use of your meeting time, Fellow’s meeting management software is your new best friend. With Fellow, you can save time and focus on what matters during meetings with AI meeting summaries, meeting guidelines, and a meeting cost calculator. 

Fellow’s AI Meeting Copilot is the best meeting bot out there. Combine it with Fellow’s time-saving meeting agenda templates, and you’ll blow your next meeting out of the water—and every meeting after that too. 

If you’re looking to call in reinforcements for your next meeting, look no further than Fellow. Your team will thank you for it!

Meeting bot FAQ

What is a bot?

A bot is a software feature or platform that automates one or more tasks. Bots are known for making countless processes run more smoothly and efficiently. 

While you and your team might often struggle with overloaded plates, bots are built for multitasking and can help you clear your to-do list. Plus, since they’re immune to the pitfalls of human error, you can rest assured that they’ll complete your tasks with impressive accuracy. 

What is a meeting bot? 

Meeting bots are your strategic ally in optimizing every aspect of your meetings.

Imagine effortlessly recording and transcribing audio or video content with precision. Envision seamlessly integrates captivating visuals and audio to elevate your presentations. Picture enhancing your meeting prowess with expert assistance at your fingertips.

With the right meeting bot, you’re not just conducting meetings; you’re orchestrating productivity and efficiency throughout your busy schedule. Amidst the deluge of information, a meeting bot becomes your reliable companion, ensuring meticulous organization and streamlined processes.

The post Top 7 Meeting Bots: Tools and Benefits appeared first on Fellow.app.

Fireflies.ai delivers on the above, but a great AI meeting assistant goes beyond just detailed notes and meeting recordings. If you’re looking for Fireflies.ai alternatives, you may want an option that also acts as a meeting management tool and offers meeting insights as well as other key features.

Here, we’ll take a look at the top nine Fireflies.ai alternatives for AI meeting notes, starting with a review of where Fireflies.ai falls short.

Fireflies.ai review: Why you may want a Fireflies.ai alternative

These are the top three reasons why you should look into Fireflies.ai alternatives.

1. AI transcription and meeting notes accuracy

The most common issue encountered with Fireflies.ai, according to reviews on G2, is problems with accuracy when it comes to the transcription and meeting notes. 

“While the transcription is generally good, it can struggle with distinguishing between multiple speakers, especially in chaotic discussions or when speakers talk over each other,” said one review.

Another said, “there are occasional transcription errors, particularly with technical terms or strong accents.”

Every AI meeting assistant has its own unique approach to AI and natural language processing, so results will vary across different tools. Based on reviews, Fireflies.ai may not be the most accurate option.

2. Pre- and post-meeting support

Fireflies.ai main focus is AI meeting notes and transcription, so if you’re looking for a solution that enhances your whole meeting workflow, it may not be the tool for you.

There are Fireflies.ai alternatives available that not only provide AI meeting notes, meeting recordings, and summaries, but also assist before calls with pre-meeting briefs and meeting agendas. Fireflies.ai doesn’t offer these features, but they can be transformative for your meetings.

Collaborative agendas ensure that meetings aren’t just recorded, but that they’re efficient and have a clear purpose. Recording a meeting doesn’t make that meeting any more productive — but tools like meeting agendas will.

3. Video recording

Although Fireflies.ai is capable of recording a video of your meetings, this feature is only available for the Business and Enterprise plans. For the free plan and Pro plan, Fireflies.ai will only capture the audio. However, video capture is a standard feature for many Fireflies.ai alternatives.

Having a video recording of your meetings is incredibly useful. It makes it easier for our brains to process the recording when we have a visual in addition to audio. It makes it easier to see who’s speaking as well as assess body language to give extra context to what we’re hearing. For some people looking for an AI-powered meeting assistant, not having a video recording is a dealbreaker.

4. Plan limitations and cost

Finally, you may want to find a Fireflies.ai alternative if Fireflies.ai plan tiers don’t work for you.

While Fireflies.ai does have a free plan, it has limitations. For example, the free plan doesn’t include smart search, integrations, action item detection, or video recording, among other features. 

Fireflies.ai paid plans also start at a higher price point than competitors, with the Pro plan starting at $10 per user per month. Moving up, the Business plan is $19 per user per month and the Enterprise plan is $39 per user per month.

9 top Fireflies.ai alternatives

These are our picks for the best Fireflies.ai alternatives currently available.

1. Fellow

Fellow is the only AI-powered meeting assistant that supports every stage of the meeting process — before, during, and after — ensuring thorough documentation and effective follow-ups for all your meetings.

Even if it’s recorded, an unproductive and inefficient meeting is still a poor use of time. Fellow helps attendees get ready with pre-meeting briefs and collaborative agendas, keeping conversations structured and maximizing meeting efficiency.

By syncing with your calendar, Fellow can automatically join virtual meetings to record, transcribe, and summarize discussions using AI. Then, all of that data is stored in a centralized library with customizable permissions controls.

Fellow key features:

• AI-generated transcriptions and summaries that capture key action items and decisions
• A searchable library of recorded meetings with both video and audio playback and timestamps linked from the transcript
• Customizable permissions for controlling recording access and meeting recap visibility
• Integrations with Google Meet, Zoom, and Microsoft Teams
• Direct integrations with HubSpot and Salesforce for sales calls
• Meeting insights with analytics

What sets Fellow apart from Fireflies.ai:

• Redact portions of the recording, transcription, and AI summary afterward
• AI-generated pre-meeting briefs summarizing your last meeting
• 50+ integrations, including project management tools like Jira and Linear
• Built with top-tier security and privacy measures
• Ask Fellow — an AI chatbot for quick insights
• Advanced features available at lower tiers
• Centralized and customizable recording library available to all teams

Let’s take a deeper look at some of these features.

AI transcriptions with speaker attribution

Fellow ensures high-accuracy transcriptions, continuously refining its AI to improve precision. It automatically assigns dialogue to the correct speakers and supports 90+ languages.

Built for privacy and security

Fellow prioritizes confidentiality, giving users full control over when it records and who can access meeting data. Organizations can set up dedicated channels for different discussions, such as sales calls, to streamline information flow.

For sensitive conversations, Fellow allows users to pause and resume recording at any time. 

Additionally, post-meeting redaction ensures that specific sections can be permanently removed from recordings, summaries, and transcripts.

Comprehensive meeting support

Beyond transcription and detailed meeting notes, Fellow enhances the entire meeting workflow. 

Before meetings, it helps teams create structured agendas and AI-powered pre-meeting briefs. During discussions, it records and transcribes, allowing attendees to focus on the conversation. Afterward, it provides instant access to recordings, summaries, and transcripts, with automated follow-ups through Ask Fellow as well as meeting insights.

The best Fireflies.ai alternative

Among all the Fireflies.ai alternatives on the market, Fellow provides the most support for the entire meeting workflow as well as the best security and privacy.

Fellow pricing

• Free plan: yes
• Pro: $7 per user per month
• Business: $15 per user per month
• Enterprise: $25 per user per month

Learn more about Fellow’s pricing plans.

2. Fathom

Fathom is an AI-powered note-taking tool that records, transcribes, and summarizes virtual meetings. It offers a range of summary templates to fit different team needs.

Fathom key features:

• Automatic recording and transcription
• Library of summary templates
• CRM integration
• Clip creation and sharing
• AI-powered chatbot for assistance

Fathom pros:

• Fast transcription turnaround
• HIPAA compliant
• Free access to basic features

Fathom cons:

• Some users report recording issues
• No built-in pre- or post-meeting support
• Advanced features require a paid plan

Fathom pricing:

• Free plan: yes
• Premium: $15 per month user per month
• Team Edition: $19 per user per month
• Team Edition Pro: $29 per user per month

3. Otter

Otter AI is an AI-powered transcription tool for audio and video files that can also join meetings to generate notes, including a full transcription and summary.

Key Features of Otter AI:

• AI-generated real-time transcription and meeting notes
• Integration with video conferencing platforms like Zoom, Google Meet, and Microsoft Teams
• Speaker identification and searchable transcripts
• Live captions for meetings and presentations
• AI-powered meeting summaries and action items

Otter AI pros:

• Provides real-time transcription
• User-friendly interface with automated organization
• Affordable pricing for individuals and teams

Otter AI cons:

• Limited support for pre- and post-meeting workflows
• AI-generated transcriptions may require manual edits for accuracy
• Fewer integrations compared to some competitors

Otter AI pricing:

• Free plan: Available
• Pro: $8.33 per user per month
• Business: $20 per user per month
• Enterprise: Custom pricing

4. MeetGeek.ai

MeetGeek.ai is an AI-powered meeting assistant that records video, transcribes discussions, and generates meeting summaries. It also automates certain data-entry tasks to streamline workflows.

MeetGeek.ai key features:

• Automated meeting notes
• Wide range of integrations
• Centralized meeting library
• Action item tracking
• Conversational intelligence insights

MeetGeek.ai pros:

• Simple and intuitive to use
• Easy export of meeting notes
• CRM integration capabilities

MeetGeek.ai cons:

• No dedicated pre-meeting support
• Some users report transcription accuracy issues
• Limited feature set compared to competitors

MeetGeek.ai pricing:

• Free plan: yes
• Pro: $15 per user per month
• Business: $29 per user per month
• Enterprise: From $59 per user per month

5. Tl;dv

tl;dv is an AI meeting assistant that records, transcribes, and summarizes meetings, generally used to capture key discussions and insights.

tl;dv key features:

• AI-powered transcription with speaker identification
• Timestamped highlights for easy reference
• Integrations with Google Meet, Microsoft Teams, and Zoom
• Automated meeting summaries with actionable insights
• Customizable meeting notes in various formats

tl;dv pros:

• Automates tasks such as follow-ups
• CRM integrations for managing customer data
• AI-generated reports for meeting analysis

tl;dv cons:

• Limited integration options
• No built-in task management features
• AI transcription accuracy may require adjustments
• Features that may not be relevant to all teams

tl;dv pricing:

• Free plan: yes
• Pro: $18 per user per month
• Business: $59 per user per month
• Enterprise: Custom

6. Avoma

Avoma is an AI meeting assistant built exclusively for customer-facing teams, such as sales teams. It captures customer information as well as analyzes conversations.

Avoma key features:

• Call recording
• AI-generated summaries and transcripts
• Searchable transcripts
• CRM integrations
• Conversational intelligence insights

Avoma pros:

• Tailored for customer-facing teams
•  integration with sales tools
• Includes templates and agendas for meeting preparation

Avoma cons:

• Not built for company-wide use
• Some users report recording and transcription accuracy issues
• Contains features that may not be relevant to all teams

Avoma pricing:

• Free plan: no
• Starter: $19 per user per month
• Plus: $49 per user per month
• Business: $79 per user per month

7. Gong

Gong is primarily a Revenue Intelligence Platform designed for sales teams. It focuses mostly on sales calls, as opposed to general meeting management. 

Gong key features:

• Call recording
• AI-generated summaries
• Sales coaching tools
• Sales forecasting capabilities
• Conversation intelligence platform

Gong pros:

• Designed specifically for customer-facing teams
• Supports external calls
• Additional tools tailored for revenue teams

Gong cons:

• Not built for company-wide use
• Includes features that may not be necessary for all teams
• High cost compared to alternatives

Gong pricing:

• Free plan: no
• Plans have custom pricing

8. Grain

Grain is a meeting recording tool built for customer-facing calls, automating note-taking and CRM updates to streamline workflows.

Grain key features:

• Call recording
• AI-generated meeting notes
• Conversational intelligence insights
• Task and follow-up tracking
• Automated CRM updates

Grain pros:

• Easy to use without unnecessary features
• Allows users to highlight and share key meeting clips
• Well-suited for customer-facing teams
• Great for aligning customer-facing teams

Grain cons:

• Designed primarily for revenue teams
• Limited integration options
• May be too basic for organization-wide adoption

Grain pricing:

• Free plan: yes
• Starter: $15 per user per month
• Business: $29 per user per month
• Enterprise: Custom

9. Trint

Trint is a speech-to-text platform designed to make audio and video files easier to search, edit, and share. While it excels as a transcription tool, it is not built for meeting management.

Trint key features:

• AI-powered transcription
• Supports over 40 languages
• Translation capabilities
• Collaboration tools for teams
• Multiple export options

Trint pros:

• Ideal for journalists and content creators
• High transcription accuracy
• Offers live transcription

Trint cons:

• Limited to specific use cases
• Higher price point compared to some alternatives
• Lacks features for meeting preparation or follow-ups

Trint pricing:

• Free plan: Just a trial
• Starter: $52 per user per month
• Advanced: $60 per user per month
• Enterprise: Custom

Find the best Fireflies.ai alternative for your team

Choosing the right AI meeting assistant can significantly enhance productivity. While Fireflies.ai is a popular option, its limitations — such as transcription accuracy concerns and a lack of pre- and post-meeting workflow support — may make you want to explore other solutions.

Fellow is a powerful AI meeting assistant with a security-first approach, offering comprehensive meeting support before, during, and after discussions. It stands out as the best alternative to Fireflies.ai.

Try Fellow today.

Fireflies.ai Alternatives FAQ

Is there a better transcription tool than Fireflies.ai?

User feedback suggests that Fireflies.ai may struggle with transcription accuracy and speaker identification. Fellow provides highly accurate recordings and transcriptions, making it a strong alternative.

What is a more affordable alternative to Fireflies.ai?

Fireflies.ai is among the pricier AI meeting assistants. Fellow offers a competitive price with advanced features, making it a cost-effective alternative.

What is the best alternative to Fireflies.ai?

For transcription and meeting management, Fellow is the top choice as a Fireflies.ai alternative.

The post 9 Best Fireflies.ai Alternatives for AI Meeting Notes in 2025 appeared first on Fellow.app.

This is where you’ll keep track of decisions that were made, who was assigned which action items, and what questions the group discussed. What if you had a tool that could do all this for you so you could skip manual note-taking and instead focus on contributing to the conversation?

Now you can, with artificial intelligence (AI) note-taking tools.

Looking to find the right AI note-taking tool but need help figuring out where to start?  We break it all down based on what type of notes you need this tool for and how you plan on using it!

Best AI tools for meeting note-taking

Consider these four AI note-taking app options.

1 Fellow

Fellow is the most accurate, secure, and centralized AI note taker.

Before the meeting: Every meeting connected to Fellow comes with a meeting agenda that all attendees can add to ahead of time, including any documents or resources needed to ensure success.

During the meeting: Have Fellow record only the meetings you want, whether you meet with Google Meet, Zoom, or Microsoft Teams. While your team talks, Fellow will be following along, transcribing, summarizing, and making note of every decision and action item.

After the meeting: Keep everyone in sync with automations that send AI-powered meeting recap emails — including the recording, transcription, and a human-level summary — to both attendees and anyone that needs to catch up.

• G2 rating: 4.7 out of 5 stars with 2,200+ reviews
• Pricing: Starts at $7 per user per month
• Learn more about Fellow’s plans

Pros:

• Has integrations with popular meeting applications, including Zoom, Microsoft Teams, and Google Meet
• Generates meeting analytics to show meeting behavior across your organization
• The most secure AI note taker app, including customizable recording library permissions

Cons:

• The desktop app requires a WiFi connection to save autosave notes

2 ClickUp

Next is ClickUp, an all-in-one productivity platform that can streamline workflow, enhance team collaboration, and boost company-wide productivity. It also boasts an AI-powered assistant tailored to individual roles and specific use cases. This AI assistant can save users time by generating summaries of meeting notes so individuals can work faster and get more done!

The tool can also instantly pull out action items and insights from meeting notes so team members can immediately get started on responsibilities and tasks.

• G2 rating: 4.7 out of 5 stars with 9,200+ reviews
• Pricing: Available on all paid plans for $5 per workspace member per month.

Pros:

• Automatically generates action items and subtasks based on the contents of your notes
• Summarizes comment threads for an overview of discussions between team members

Cons:

• Only the paid plans feature AI tools
• It can be difficult to learn to use this tool if you’re new to complex project management and AI software

3 Notta

Notta is an AI note taker that automatically records and transcribes your conversations in real-time. This leaves you free to focus on the discussion while Notta generates an accurate and searchable record that you can reference later.

This tool works across Zoom, Google Meet, Microsoft Teams, and Webex, as well as in-person meetings. You can connect Notta to Google Calendar and Outlook and set it to automatically “join” your upcoming meetings and take notes even without your presence. After the meeting ends, Notta uses AI to extract key discussion points, action items, and any other information you need from the conversation.

• G2 rating: 4.6 out of 5 stars with 100+ reviews
• Pricing: Free plan available with limited features; paid plans start at $9 per month

Pros:

• Integrates seamlessly with tools like Notion, HubSpot, Slack, and Zapier to automate your workflow
• Creates and shares snippets of your meetings instead of the entire recording

Cons:

• It sometimes attributes the spoken words to the wrong speaker
• The video recording feature is only available on the Business plan and above

4 Avoma

Organization is part and parcel of Avoma, which helps maximize your efficiency when reviewing and sharing notes from your meetings. Avoma features live bookmarks that categorize talking points so even your most disorganized discussions become structured in your notes. This tool also crafts one-page summaries so you can grasp all your meeting’s important info at a glance.

After your meeting, you can use Avoma to extract and share video and text snippets from your meeting. This way, you spare your team from sifting through lengthy notes when you want to highlight specific points.

• G2 rating: 4.6 out of 5 stars with 1,000+ reviews
• Pricing: The free plan is limited to 1,200 transcription minutes per user per month. Paid plans start at $19 per user per month and range from 3,600 to unlimited transcription minutes per user per month.

Pros:

• Tracks conversation topics based on categories you create and enter
• Integrates with more than 20 conferencing, collaboration, and CRM tools

Cons:

• The paid plans are pricier than other AI software on the market
• Some users say that the interface is initially a bit difficult to navigate

Best AI tools for personal note-taking

Below are the two best AI tools for personal note-taking.

5 Reflect

Reflect offers users a simple interface, AI integrations, and secure features that make personal note-taking a more streamlined experience. It can instantly sync your notes across devices, keep track of meetings and agendas, and easily recall and index past notes and ideas. It also boasts end-to-end encryption so only you can access your notes.

Reflect uses GPT-4 and Whisper from OpenAI to improve your writing and organize your thoughts, acting as a second brain you can access from anywhere.

• G2 rating: 4.7 out of 5 stars with just over 40 reviews.
• Pricing: $10 per month

Pros:

• Syncs information between devices in real time whether you’re online or offline
• Imports events from Google Calendar and Outlook so you can easily keep track of your meeting notes

Cons:

• There isn’t an app for Android or Windows/Linux OS
• Security settings prevent Reflect from accessing all your notes, so it can’t thoroughly search them

6 Evernote

Next is Evernote, which is also great for personal note-taking. Its AI Note Cleanup tool can tidy up messy, scattered notes without altering their original meaning or tone. It can also automatically add formatting, rephrase incoherent sentences, and fix typos! Evernote can generate a revised version of notes with added structure and improved clarity in just a few clicks.

• G2 rating: 4.4 out of 5 stars with 2,000+ reviews
• Pricing: AI Note Cleanup will be available to customers on all Evernote plans for a limited time.

Pros:

• AI-powered search answers questions you enter into the search bar based on your notes
• Evernote offers a 30-day free trial

Cons:

• The free version only allows you to sync data on two devices
• The Evernote Teams plan can be pricey for organizations with many team members

Best AI tools for voice transcription

If you need an AI tool for voice transcription, check out these two!

7 Otter

Otter is an AI transcription tool that turns spoken language into written text. If your team needs to transcribe audio from interviews, lectures, webinars, or video meetings, Otter can do it for you with impressive accuracy. Plus, Otter’s algorithms can distinguish between different speakers in a conversation and label each section of the transcript with the speaker’s name so there’s never any confusion about who said what.

• G2 rating: 4.2 out of 5 stars with 170 reviews
• Pricing: The free plan is limited to 300 minutes of transcription per month, with a pro plan for $10 per user per month.

Pros:

• Syncs with major video conferencing platforms and can take notes even if you don’t attend a meeting
• Downloads slides from virtual meetings and automatically adds them to notes

Cons:

• Word spellings aren’t always accurate in audio transcripts
• This tool has trouble transcribing audio from speakers with accents

8 Speak

Next is Speak, ideal for individual and bulk uploading of audio, video, and text data. Speak can convert audio and video to text with automated transcription, import files for bulk analysis, and capture recordings with an embeddable recorder. Users can also create notes directly in Speak or use various integrations to automate capture. And, for those who don’t want to spend hours analyzing audio, video, and text data, Speak Magic Prompts can do it for you. 

• G2 rating: 4.9 out of 5 stars with 15 reviews
• Pricing: Free for one user with a pay-as-you-go transcription rate, with a paid plan for $57 per month and 15 hours of transcription.

Pros:

• Automatically tracks keywords to analyze insights within your organization
• Supports more than 70 languages

Cons:

• The application’s dashboard might seem confusing to some users
• Transcribing text from lengthy meeting recordings can take a while

Best AI tools for editing notes

Need help editing your notes? Consider these two tools.

9 Notion AI

Notion AI is a great choice for fixing spelling and grammar mistakes, translating text, editing voice and tone, and making your notes shorter or longer. If you’re a messy note-taker, Notion AI can summarize what’s important and actionable. Don’t have 30 minutes to write up a summary? Let Notion AI do it in 30 seconds. Suffering from writer’s block? It can also handle the first draft for you.

• G2 rating: 4.7 out of 5 stars with 5,000+ reviews
• Pricing: Users can add the AI features to any paid Nation plan for $8 per member per month, billed annually.

Pros:

• The AI-powered writing tool can expand on meeting notes to complete thoughts or add to a main point
• Meeting summaries can be generated from notes in seconds

Cons:

• The customization options can be complex to navigate and use
• The mobile app doesn’t offer as many features as the desktop app

10 Jasper

Jasper is another great editing option, but it can also help you create your blogs, articles, books, scripts, and any other content. Its long-form document editor is an extremely powerful tool that allows you to write full documents with AI-assisted outputs. It also boasts a plagiarism detector, so you don’t have to worry about accidentally stealing someone else’s words.

• G2 rating: 4.7 out of 5 stars with 1,200+ reviews
• Pricing: Three paid plans are available, starting at $39 per month per user

Pros:

• Takes meeting notes and transforms them into creative text and documents
• Allows you to set brand voice settings so meeting summaries are produced according to your organization’s style

Cons:

• The free trial lasts only seven days
• There is no completely free version of the tool offered

Best overall tool for all of your note-taking needs

Fellow stands out as a top-tier AI tool that’s as important of a meeting guest as the rest of your team members. Fellow’s AI meeting assistant gives you accurate meeting transcripts, key talking points, and summaries for every meeting.

Fellow also creates a centralized hub for all your meeting items. This way, there’s no more scrambling to find where you saved your meeting agenda. During meetings, you can remain fully present while your AI assistant is hard at work transcribing, recording, and summarizing the meeting content. 

At the end of each meeting, you get a complete recap. This means you don’t have to worry about who’s in charge of taking and distributing notes. Instead, you can send them out immediately after your meeting without any manual action on your end. In this regard, your AI assistant boosts productivity since everyone will be crystal clear on the next steps, improving your task management. All in all, Fellow’s AI assistant is the ultimate helping hand.

What is AI note-taking?

AI note-taking is when artificial intelligence organizes, captures, and processes information within notes. Thanks to natural language processing (NLP), machine learning, and voice transcribers, AI note-taking software makes writing and organizing notes easier and more productive. 

This technology was designed to understand context, pinpoint key points and action items, and interpret ideas with a human-like understanding. Using AI for note-taking is like having a personal assistant to write your notes for you, giving you the time to focus on other tasks.

Benefits of AI note-taking

AI makes capturing and managing information a breeze. Below are some of the key benefits of AI note-taking.

• Improved accuracy
• Saved time
• Superior organization
• Easy accessibility
• Several customization options

1Improved accuracy

Through machine learning, the best note-taking AI platforms are constantly getting to know the ins and outs of languages, accents, and speech patterns. This continued learning reduces their risk of transcription errors.

AI-powered note-taking tools also capture every important detail of your meetings, so you can be confident that they’re thoroughly documented. You and your team will leave your meetings with a comprehensive record of talking points, decisions, and next steps.

2Saved time

If you ever wished you had an extra pair of hands during a meeting, your wish has been granted. AI tools can automatically transcribe spoken words into written text and condense all this information into text summaries and organized points. This means there’s no need for you to manually type notes while trying to keep up with the conversation. That’s especially helpful if you’re generating meeting minutes since these must be complete transcripts of your discussions.

3Superior organization

Just about every organization can use some help with, well… organization. That’s another benefit that AI note-taking apps bring to the table since they make sure all your talking points are systematically recorded.

Think about it like this: Having thorough records of your meetings is great, but having them all neatly sorted is a game-changer. Digital note-taking tools make this happen with little thought on your end. They tag and categorize your notes based on key topics so that when your team needs to dig into details, they can easily find them.

4Easy accessibility

With AI note-taking tools, your notes aren’t bound by your laptop’s storage capacity. Instead, they live in the cloud for your entire team to quickly and easily access. That’s a bonus for everyone—it makes teamwork a breeze and increases flexibility.

Gone are those “I left my notes at my desk” mini-panic moments when you use AI note-taking tools. Instead, you’ll have a trusty assistant that keeps your notes in your back pocket at all times. Whether you’re working on a project at a coffee shop or talking with stakeholders, you’ll have your notes ready to reference wherever you go.

5Several customization options

AI note-taking tools include features for changing your notes’ format to give them some personality and make important points pop. When you want your notes to have a bit more flair, change up the format to make them visually appealing when you review them later.

Many AI tools go a step further to make sure your notes don’t rely on a one-size-fits-all approach by allowing you to change the overall style to match your preferences and shape your notes to match the tone of your meeting.

Note-taking has never been easier with Fellow

If you’re ready to supercharge your meeting note-taking while lightening your workload, Fellow is the way to go. Fellow’s specialty is all things meetings, so you can trust that your team’s discussions, action items, and feedback are in great hands. 

Fellow offers tons of resources so you can get the most out of your meetings and make good use of your team’s time. You’ll find more than 500 meeting agenda templates on which your team can collaborate, ensuring every important point and detail gets covered. With AI solutions in hand, you’ll have everything you need to make your meetings a success and walk away with lasting results. 

Productive and effective meetings start and end with Fellow. And with Fellow’s AI solutions, they just got even better!

The post 10 Best AI Note-Taking Tools in 2025 appeared first on Fellow.app.

Holding employees accountable without accurate and organized meeting documentation is difficult, and losing essential details — like action items and decisions —can cause delays, strained client and team relationships, and project setbacks. Meeting minutes can prevent this.

In this article, you will find meeting minutes templates that can be easily applied to your meeting agendas or used as samples — so you can focus on having efficient meetings that move work forward.

The benefit of using templates for meeting minutes is that these can be easily shared across your organization. If you’re a business leader, using meeting minutes templates will set an example of organization and discipline for the rest of your staff.

How to write meeting minutes with AI: 6 best practices

Whether you use an AI meeting assistant like Fellow to automatically generate meeting minutes or prefer to type meeting minutes yourself, these 6 best practices will help meeting hosts at your organization establish a culture of better documentation.

1 Communicate the meeting purpose and objectives

Even with the best intentions, meetings can go off-rail due to unclear objectives. This wastes time and means you’re further from making important decisions.

To make good use of everyone’s time, include the meeting purpose in the calendar invite and at the top of the meeting agenda. When all attendees have a firm idea of why you’re meeting, it sets the stage for more efficient discussions, better decisions, and a clearer record of what happened.

2 Plan a meeting outline using an agenda template

Now that you’ve clarified the meeting objective, use an agenda template to ensure that you start each meeting with your goals in mind. This agenda is meant to keep everyone on track, particularly during long discussions with many talking points.

Steven G. Rogelberg, the author of The Surprising Science of Meetings, highlights the importance of meeting agendas:

“What matters is not the agenda itself but the relevance and importance of what’s on it, and how the leader facilitates discussion of the agenda items.” 

For more insights like this, listen to this interview with Steven Rogelberg, where he discusses how leaders can use well-structured agendas and positive energy to boost attendee engagement.

Using one of Fellow’s meeting agenda templates lets you structure a meeting instantly. You can also create highly customized agendas by editing the headings and discussion topics, embedding images, and adding color and highlights.

3 Record the date, time, and names of participants

Recording the meeting’s date, time, and attendees should be part of your meeting note-taking process. These seemingly minor details help meeting minutes accomplish their primary goal: encouraging accountability since absentees are well-informed. Jotting these details down also makes organizing your meeting notes easier, as you can quickly search your documentation by name or date to find items. 

If you use a meeting management software like Fellow, these details will be automatically recorded and added to the AI meeting summary. This relieves your notetaker so they can concentrate on the session.

4 Track key points and action items

No meeting should end without clear action items. When taking meeting minutes, write down the outcomes and decisions that come out of each agenda item, using your meeting agenda as a general outline. At Fellow, we recommend taking notes in bullet point format under each Talking Point in the product.

Reviewing open action items at the beginning of every meeting is another great way to increase accountability and remove roadblocks, but keeping tabs on them all can be frustrating. Include a section reminding attendees to review action items from past meetings as part of your meeting minutes.

With Fellow, action items automatically carry forward from the previous meeting’s minutes to your next meeting’s agenda. This ensures that meeting participants keep track of their to-do lists.

5 Leverage AI tools to create a summary and transcript

Meeting transcription tools are the best way to take meeting minutes that are reliable, unbiased, and easily shareable. They’re cost-efficient, speedy, and save hours of admin time. This technology quickly assesses your transcripts and generates minutes with details like:

• Date, time, and attendees
• Discussion topics
• Decisions
• Action items
• Agenda items covered

Some companies do this for free using ChatGPT, but this platform wasn’t designed for meetings, increasing the risk of error and security issues. 

Fellow’s meeting minutes app automatically records, transcribes, summarizes, and centralizes meetings, syncing meeting notes to your calendar for easy access. Managers can edit these notes to ensure they’re accurate and focus on the right items.

6 Share the meeting minutes promptly

If you’re manually taking meeting summaries, share them soon after the call via email to offer guidance on the next steps, loop in those who couldn’t attend, and make sure information is fresh in your mind as you craft your summary.

You can also automate this process with technology and ask a tool like Fellow to automatically share meeting recaps with all attendees after the call.

Sharing the meeting minutes immediately after the meeting will not only help you look very professional and organized. It will also create a culture of accountability where meetings are settings where employees come together to make decisions and leave inspired to get work done.

4 Top Meeting Minutes Templates for Effective Discussions

Here are our top four meeting minutes templates that, when used with Fellow, are automatically populated with information like the date, attendees, and talking points.

1 Formal Board Meeting Minutes Template

The Formal Board Meeting Minutes Template documents official decisions, which often require approval. This template uses formal language and formatting, making it appropriate to share with every stakeholder and participant as is.

Board meetings typically involve critical decisions and policy updates, so notetakers must pay keen attention to detail so their minutes are correct. This template offers a clear structure so your minute-taker can track essential information in bullet lists under each header.

Get this template

2 Staff Meeting Minutes Template

This Staff Meeting Template includes sections for a brief check-in, the meeting purpose, discussion points, and key decisions made during the meeting. It can be used as a base for taking meeting minutes for any meeting.

This template isn’t for a highly formal type of meeting, so it’s perfect for any organization looking to organize key points and next steps. It’s also an excellent foundation for companies that want to get creative and build a custom meeting minutes template.

Get this template

3 Board Meeting Minutes Template

The Board Meeting Minutes Template helps you quickly create an official record of your board of directors’ discussions. It’s similar to the formal meeting template above, helping you track and approve decisions, but it doesn’t use formal language.

This meeting notes example lets your notetaker track old business, new business, and action items, including an estimated timeframe and who’s accountable for what.

Get this template

4 David Sacks’ SaaS Board Meeting Template

Entrepreneur and investor David Sacks designed the SaaS Board Meeting Template for rapid efficiency. This agenda template encourages board members to stay focused on key topics—and the result is meeting minutes that cover the progress of your whole business, including sales, hiring, and admin.

Get this template

Improve the quality of your company’s meeting minutes and takeaways with Fellow

Crafting and sharing concise meeting minutes post-session ensures your team is in the know about their responsibilities. But the last thing everyone needs is another to-do on their list. Automate this administrative task with Fellow. 

Fellow offers an AI meeting recap interface that works like a table of contents. It includes time stamps, edit functions, and topic suggestions for upcoming sessions. Fellow also allows chosen portions of the recording, summary, and transcript to be permanently redacted for an added layer of security and privacy. Plus, your team can use the Ask Fellow feature to find out what they missed in calls and whether they have any outstanding action items.

Onboard Fellow as your dedicated notetaker and enjoy more focused, productive discussions.

Frequently Asked Questions

Who should be appointed to take meeting minutes?

Many roles can craft meeting minutes, like administrative assistants, project managers, and team leads. For small teams, you might make notetaking a rotating responsibility so everyone gets a chance to practice this skill (and, alternatively, to focus on the conversation). 

But you can also offload this role to the Fellow AI Meeting Copilot and let everyone attending contribute to the session. The Copilot automatically shares a complete transcription plus quick meeting minutes, encouraging employee accountability and productivity. This also means the whole team is well-informed—even if they miss a meeting.

Why are meeting minutes important?

Meeting minutes are a written record of meeting details, such as discussion topics, decisions, and next steps. They include key details, like the time and attendees, so employees can quickly gain context on each session.

Some sectors, like government organizations, require meeting minutes to keep official historical records. These notes also provide legal protection because they often capture due diligence, confirming an organization’s ethical, fair practices.

However, every good meeting offers a concise summary to create documentation, keep employees informed, and clarify responsibilities. This summary also helps you better prepare for the next meeting.

Meeting minutes can also make your meetings more productive. According to a McKinsey study, 61% of executives say that at least half of their decision-making time is ineffective, mainly due to inefficient, poorly planned meetings. Thoughtfully creating meeting minutes is one way to better plan these meetings so they’re more effective.

One final (and fun) note: Yes, meeting minutes save you time, but this isn’t why they use the word “minutes.” The term comes from the Latin word “minutia,” meaning details, directly referring to the little notes you make after a meeting.

Minutes of meeting sample

The post How to Write Meeting Minutes [Templates and Best Practices] appeared first on Fellow.app.

Manual note taking diverts attention from the conversation, costs time and money, and means people might miss out on important details that could inform strategic decisions.

While conferencing platforms like Google Meet have transcription options, pairing these tools with a dedicated AI note taker means you get the best of both worlds: An effective video call platform and enhanced meeting notes. With the right AI note taking tool, you’ll never have to take manual notes during a Google Meet meeting again.

Read on to discover the best Google Meet AI note taker options so your team can enjoy distraction-free meetings and improved alignment.

8 best AI meeting note takers for Google Meet

Here’s a curated list of the best AI note taking tools for Google Meet online meetings, each with unique features to suit any team.

1Fellow

Fellow is the most accurate and secure AI meeting assistant that seamlessly integrates with 50+ tools, like Google Meet, Zoom, Microsoft Teams, Salesforce, and HubSpot.

Fellow automatically joins your Google Meet calls to transcribe meetings, summarize conversations and generate action items from all your internal and external meetings. All this information can stay in your team’s recording library, offering a single source of truth for greater alignment. 

Plus, you can use the Ask Fellow feature to discover answers to questions like “What did I miss?” and “What should I follow up on in the next session?” This makes it easy for everyone to get value out of sessions — even the ones they miss.

It’s also the most secure AI note taker, with customizable security and privacy settings so you always know your organization’s data is safe.

Key features:

• Dedicated Chrome extension for real-time note taking, transcribing, and recording
• The most accurate AI meeting transcriptions, summaries of key points, and action items
• Support before, during, and after your meetings with pre-meeting briefs, transcripts, summaries, action items, and follow-ups for the next meeting
• Collaborative agendas for every calendar event with customizable templates and AI suggestions
• Privacy and control settings to ensure your centralized meeting recordings, notes, and summaries are only accessible by the right people
• Ask Fellow chatbot — like a ChatGPT for meetings can help with post-meeting tasks
• AI suggestions for CRM fields — perfect for sales team automation

Learn more about Fellow’s plans. 

Pricing: Starts at $7 per user per month, with free plan available

Rating and reviews: 4.7/5 star rating on G2 with 2,049 reviews.

2Google Gemini “Take Notes for Me”

For some Google Workspace subscribers, Google’s Gemini AI is now able to create meeting notes during Google Meeting sessions.

The way this works is either the meeting organizer or any of the meeting participants can choose to click “Start taking notes” from within a Google Meet call. From there, Gemini will automatically start creating AI meeting notes as well as a transcription. If Host Management is turned on in Google Meet, only the host can complete this step. After the meeting, these will appear as Google Docs, where they can then be shared.

We reviewed Google Gemini’s “Take Notes for Me” feature but found it lacking. The AI meeting notes summary was too simple, the transcription had numerous inaccuracies, and both of the Google Docs generated took too long to appear.

For meeting notes, we found the Gemini is just not up to par with apps built explicitly for note taking with Google Meet.

Key features:

• Create a recording, transcript, and summary of Google Meet calls
• Meeting notes are stored in your Google Drive as Google Docs

Pricing: Google’s Gemini features are only available on higher-tier paid Google Workspace plans

3Grain

Grain is an AI note taker that automatically joins Google Meet calendar events and generates notes in customizable templates. It creates video highlights showcasing the most important points and shares them with team members. The “Playlists and Reels” feature also makes recording training content for new hires easy.

Key features:

• Generated shareable video highlights of key points from meeting notes
• Coaching stats that measure talk time, longest monologues, filler words, and sentence speeds

Pricing: Free version available with basic features; premium plans start at $15/month

4Tactiq

Tactiq’s is an automated Google Meet AI note taker that determines and labels key points, insights, and next steps. It identifies speakers, and you can add screenshots to your transcriptions for better documentation.

Key features:

• Over 30 supported languages
• A Chrome browser extension for Google Meet

Pricing: Free version available; premium plans start at $8/month

5Fireflies.ai

Fireflies.ai is an AI note taker that provides a Chrome extension for your Google Meet calls. When you leave comments, the tool automatically creates a time-stamped note for employees to revisit. It also works with Zoom and Microsoft Teams.

Key features:

• “Smart search” feature to find keywords, questions, topics, dates, and more
• Generated shareable soundbites
• Automated meeting summaries

Pricing: Free version available; paid plans start at $10/month

6Rewatch

Rewatch turns Google Meet recordings into a searchable archive where teams can access notes anytime. Its AI automatically creates a meeting transcript and categorizes notes, making it easy to find specific topics. And it can translate 30+ languages.

Key features:

• AI notes for recurring and common meeting themes
• Exportable Google Meet notes for instant sharing

Pricing: 14-day free trial; premium plans start at $23.75/month

7Supernormal

Supernormal has a dedicated Google Meet browser extension that automatically transcribes notes and creates concise meeting summaries. It captures action items and has personalized templates for individuals, managers, and executives.

Key features:

• Customizable templates
• Easy integration with Google Calendar, Google Meet, and other existing tools
• Dedicated browser extension for live AI notes

Pricing: Free plan available; paid plans start at $10/month

8Read AI

Read AI automatically transcribes and organizes Google Meet notes in one place for easy sharing. It also learns from past meetings and recurring behavior to recommend the best times to schedule calls.

Key features:

• Automatically generated topics for meetings
• Summarized messages and emails
• “Proposed answers” for questions through analysis of past meetings and common behavior

Pricing: Unlimited free plan available; premium plans start at $19.75/month

Why automate note taking?

Here are some ways automated AI notes enhance Google Meet sessions: 

• Extra time: Automated AI note tools eliminate the need for manual note taking, saving time and keeping everyone engaged in the conversation. Letting AI capture every word also means both the meeting organizer and meeting participants can focus on strategic, high-level tasks rather than sifting through recordings or scribbled notes.
• Higher efficiency: AI note tools for meetings take and organize notes automatically, streamlining the meeting follow-up process. Employees can refer to AI meeting notes without wasting time, which is crucial for swift decision-making at every level.
• More accurate notes: Human note takers can miss details and misinterpret speech, especially during cross-talk and fast-paced conversations. Automated AI meeting summaries and notes reduce mistakes by transcribing meetings word-for-word — just be sure to review AI notes post-call to confirm accuracy.
• Real-time accessibility: Automated tools centralize meeting summaries, meaning team members and the meeting organizer can access transcriptions and action items no matter where they are. It’s also helpful for back-to-back meetings when you need to review a document before your next call.
• Increased focus: Instead of switching between taking notes, talking, and updating agendas, everyone can focus on contributing.

How to optimize Google Meet with an AI note taker

Follow these best practices to make the most of Fellow’s AI note taker:

• Enable automatic transcription: The meeting organizer shoulds always turn on the automatic transcription feature to capture every word during the meeting. This creates a searchable record of each discussion, which is helpful when referencing decisions, sharing action items with others, or diving deeper into meeting summaries.
• Hold meetings in quiet environments: Background noises like traffic and fan sounds interfere with AI transcriptions, making them less accurate. Take your Google Meet notes in a quiet environment, like a conference room or your home office, and ask employees to do the same. Internet connectivity issues can also impact the quality of your notes document.
• Experiment with customizations: Fellow offers templates and features to suit your team and improve Google Meet notetaking. You can set Fellow to share post-meeting recaps and pre-meeting reminders automatically, and it’ll even suggest canceling meetings if there are no pressing agenda items.
• Use timestamps to find information quickly: Timestamps help you find specific parts of the meeting without reviewing an entire meeting transcript or watching recordings. You can review important decisions, follow up on action items, and clarify misunderstandings.
• Integrate with other tools: Fellow integrates with over 50 meeting, collaboration, and productivity platforms. You don’t need to download additional software — simply visit the integrations page and connect Fellow to your existing workflow.

Transcribe productive meetings with Fellow

Google Meet is a great tool for making remote team members feel like they’re in the same room. And when you add Fellow to the mix, you have a powerful solution for AI meeting notes for more productive meetings. Try Fellow today.

How to use an AI note taker in Google Meet

The best way to use AI for notetaking is by pairing Google Meet with Fellow, an all-in-one AI meeting assistant. Simply invite Fellow to Google Meet or add the Google Meet extension to your browser. Then, follow these steps:

1. Click on your profile in the top-left corner of the Fellow app and choose “Workspace settings.” Toggle the AI features on, and Fellow will automatically transcribe conversations.
2. Ensure Fellow is scheduled to join your session by clicking the lightning bolt icon in the top-right corner and enabling “Auto-record.” Then, tap the purple “Record” button to the right. This button appears five minutes before the meeting’s scheduled start time. 
3. A small popup window will appear once the Google Meet meeting begins. Click it to let Fellow in. It will start taking notes and creating action points, then offering summaries and recaps after the call.

Pro tip: While Fellow’s AI takes notes in real time, participants can jot down notes, comments, questions, and reactions both in the shared meetings notes and privately.

The post Google Meet AI Note Taker: 8 Tools To Automate Notes appeared first on Fellow.app.