A Simple Guide to Using AI Notetakers During In-Person Meetings

Taking notes during in-person meetings can feel like a juggling act—you’re trying to listen, process, and scribble things down all at once. Sound familiar? Chances are, you’ve walked out of a meeting with half-baked notes or missed key points completely. 

While AI notetakers have been popular in virtual meetings on Zoom or Teams, they’re now becoming just as useful in face-to-face settings too. Be it’s a quick catch-up or a high-stakes strategy session, this guide will walk you through how to use AI notetakers in in-person meetings—so you can stay present and still capture it all.

 What is an AI Notetaker and How Does It Work?

An AI notetaker is like having a personal meetings assistant ready at your beck and call. Instead of manually scribbling down notes, these tools automate the process, taking the mental overload off your plate. 

Here’s how it works: Once activated—usually through a smartphone, laptop, or a dedicated app—the AI listens to the meeting through the device’s microphone. It identifies different speakers, transcribes the dialogue as it happens, and can generate a concise summary at the end. Many tools also integrate with your calendar or meeting platforms, making it easy to auto-join scheduled sessions.

But the best AI meeting notetakers go beyond simple transcriptions—they provide actionable templates, highlight key takeaways, and even identify important action items and deadlines.

Here's How an AI Notetaker Can Help You in In-Person Meetings

In a live meeting room, trying to juggle active participation with painstaking note-taking can pull your attention in two directions. Project managers may miss a timeline adjustment, consultants might lose track of a stakeholder’s key concern, and the entire team's risk overlooking critical action items. 

Industry research shows that professionals spend up to 30% of their meeting time on administrative tasks like manual note-taking—time that could be used for strategic thinking.

AI notetakers like MeetMemo.ai simplify this by automating transcription, tagging key decisions, and structuring your minutes for instant clarity. Here’s how they enhance your in-person meetings:

1. Stay Fully Present Without Missing Critical Details

Instead of splitting your focus between active listening and frantic note-taking, an AI notetaker captures every word, allowing you to stay engaged with the speaker and the group. MeetMemo.ai automatically records, transcribes, and flags important moments, so you can contribute meaningfully without worrying about forgetting vital information.

2. Instantly Structure Discussions Into Organized Summaries

Long, unstructured meeting notes can be a nightmare to sort through. MeetMemo.ai doesn't just provide raw transcripts—it structures conversations into actionable templates, tagging sections like decisions made, next steps, and key issues discussed. This is a game-changer for consultants and project managers who need to deliver concise post-meeting reports quickly.

3. Effortless Sharing and Collaboration Across Teams

After the meeting, organizing and distributing notes can take up unnecessary time. MeetMemo.ai allows you to instantly share searchable meeting summaries with your team, ensuring everyone is on the same page—whether they were in the room or not. This feature is especially valuable for hybrid teams or when multiple stakeholders are involved.

4. Enhance Meeting Accessibility for All Attendees

Whether someone has a hearing difficulty, a different first language, or simply missed part of the conversation, AI notetakers make meetings more inclusive. MeetMemo.ai ensures that every word spoken in the room is accurately captured and easy to reference later, removing barriers and promoting transparency.

5. Create Accountability with Actionable Insights

It’s easy for action items and responsibilities to slip through the cracks after a meeting. MeetMemo.ai highlights action points, assigns follow-ups, and organizes deadlines within the meeting summary. This ensures that project managers, client consultants, and team leaders can hold participants accountable—without the need for tedious manual tracking.

Best Practices for Using AI Notetakers in In-Person Meetings 

• Place your device at the center of the table or where it can clearly capture everyone’s voice for the best audio quality.
• Always inform participants before starting the AI notetaker to maintain transparency and build trust within the group.
• After the meeting, take time to review and lightly edit the transcript to catch any errors and add context where needed.
• Securely store and manage your transcripts, especially if sensitive information was discussed, to maintain privacy and compliance.

When to Use an AI Notetaker—and When Not To

AI notetakers can be incredibly helpful in various scenarios, especially when capturing detailed discussions is crucial. Ideal situations for using an AI notetaker include brainstorming sessions, project kick-offs, training workshops, and 1:1 meetings. 

These settings benefit from the tool’s ability to quickly capture ideas, decisions, and action items without missing any details.

However, there are times when an AI notetaker should be skipped. For sensitive HR discussions, confidential legal talks, or meetings with external stakeholders, it’s important to prioritize privacy. 

Always seek consent from all participants before recording, especially if sensitive or confidential information is being discussed. Using an AI notetaker in these scenarios without proper clearance can lead to privacy concerns and legal risks.

Making the Most of Your Meetings with Meetmemo.ai 

MeetMemo.ai is one of the best AI notetakers out there, designed to make your meetings more productive and organized. It effortlessly records and transcribes every conversation with pinpoint accuracy, seamlessly integrating with platforms like Zoom, Teams, and Google Meet. Plus, with end-to-end encryption and GDPR compliance, your data is always safe.

One of the standout features of MeetMemo.ai is Spaces—an amazing way to organize all your meeting notes, transcripts, and action items in one place. You can easily categorize everything by project, team, or topic, making it super easy to find what you need when you need it.

Ready to take your meetings to the next level? Try MeetMemo.ai today and experience smarter, more efficient note-taking!

In Conclusion 

Incorporating an AI notetaker into your in-person meetings can significantly boost productivity, reduce stress, and keep your discussions organized. With tools like MeetMemo.ai, you can focus on the conversation, securely store your notes, and quickly access key points, making every meeting more efficient and impactful. Try it today!