Voice AI tools for meetings and notes
What are voice AI tools?
Voice AI tools use artificial intelligence to help you during meetings and calls. They can transcribe conversations, summarize key points, identify action items, and even answer questions based on what was discussed. These tools go beyond simple transcription by adding analysis and organization.
Fireflies.ai
Fireflies.ai is an AI meeting assistant that joins your video calls, transcribes everything, and creates searchable notes.
What it does: Automatically joins Zoom, Google Meet, Microsoft Teams, or other meeting platforms. Transcribes the conversation in real time. Generates summaries, action items, and highlights. Lets you search across all your past meetings.
Best for: Teams that have frequent meetings and want searchable records without manual note-taking.
How to use it: Sign up at Fireflies.ai, connect your calendar, and Fireflies will automatically join scheduled meetings. After each meeting, you receive a transcript, summary, and action items.
Pricing: Free plan includes limited transcription. Pro plan ($10/month) offers unlimited transcription and advanced features. Business and Enterprise plans available for teams.
AI prompt to Fireflies: After a meeting, you can ask Fireflies questions like "What were the main decisions made?" or "What action items were assigned to Sarah?"
Fathom
Fathom is a free AI meeting assistant focused on simplicity. It transcribes, summarizes, and highlights key moments in meetings.
What it does: Records and transcribes Zoom meetings. Generates summaries and highlights. Syncs with your CRM or project management tools.
Best for: Sales teams, customer success teams, or anyone who wants a simple, free meeting assistant.
Pricing: Free for individuals. Paid plans for teams with advanced features.
Try it at Fathom.
Grain
Grain records, transcribes, and clips important moments from meetings. It's especially useful for sharing highlights with people who didn't attend.
What it does: Records meetings across video platforms. Lets you create short clips of key moments. Transcribes and makes everything searchable.
Best for: Teams that need to share meeting highlights or review specific moments later.
Pricing: Free plan available. Paid plans start around $15/month.
Visit Grain to learn more.
Avoma
Avoma combines meeting recording, transcription, and conversation intelligence. It analyzes meetings to identify trends, topics, and key discussion points.
What it does: Transcribes meetings, generates summaries, identifies action items, and analyzes conversation patterns over time.
Best for: Sales teams, customer success teams, or managers who want insights into meeting trends.
Pricing: Free trial available. Paid plans start around $19/month.
Check it out at Avoma.
Using chatbots with meeting notes
If you already have meeting transcripts or notes, chatbots can help you analyze and organize them:
AI prompt: "Read this meeting transcript and create a summary with: 1) Key decisions, 2) Action items with owners, 3) Open questions: [paste transcript]"
AI prompt: "Compare these two meeting transcripts and tell me what progress was made on each topic: [paste transcripts]"
AI prompt: "Extract all the customer feedback mentioned in this call: [paste transcript]"
This works well if you use a basic transcription tool and want deeper analysis without paying for a full voice AI platform.
Features to look for in voice AI tools
Automatic joining: The tool should join meetings automatically based on your calendar without manual setup each time.
Speaker identification: The tool should distinguish between different speakers in the transcript.
Searchability: You should be able to search across all your past meetings to find when specific topics were discussed.
Integrations: Look for integrations with your calendar, CRM, project management tools, or communication platforms.
Action item detection: The tool should identify and extract tasks, decisions, and follow-ups from the conversation.
Privacy controls: Ensure the tool allows you to control who can access recordings and transcripts, especially for sensitive conversations.
Privacy and etiquette
Always announce when recording: Let meeting participants know that an AI tool is recording and transcribing. Some tools do this automatically, but it's good practice to mention it verbally.
Check company policies: Some organizations have policies about recording meetings or using third-party AI tools. Verify before using these tools for work.
Be mindful of sensitive information: If discussing confidential topics, ensure your tool has strong privacy protections or skip recording that meeting.
When to use voice AI tools
Use voice AI tools when:
- You have frequent meetings and struggle to keep track of notes
- You want to focus on the conversation instead of note-taking
- You need to review or share specific moments from meetings
- You want to search across past meetings to find information
Skip voice AI tools when:
- The meeting is highly confidential or sensitive
- Participants are uncomfortable being recorded
- The conversation is casual and doesn't require notes
Related resources
For basic transcription without advanced features, see Otter.ai and other transcription tools. Want to organize and analyze meeting notes further? Check out NotebookLM for organizing information.