How to Transcribe Meeting Minutes

The way we conduct meetings in the business world has experienced significant change in the past few years. With the sheer amount of companies transitioning to online structures, meetings have also shifted, and instead of face-to-face conversation, it’s often times webcam to webcam. One positive effect of this change is that it’s now easier than ever to transcribe meeting minutes, as online meeting transcription software has made it possible to automatically detect and transcribe each speaker on common platforms like Zoom, Microsoft Teams, and Google Meet.

Taking a log of meeting minutes has always been a great way to keep everyone on board, and it’s even required in some companies to keep track of exchanges, so today I’ll be diving into some of the most effortless ways to transcribe meeting minutes online and keep your team flowing smoothly.

Best Meeting Minutes Transcription Software

Traditionally, meeting minutes have been recorded using logs that signify each speaker, agenda or items, and any important notes for the meetings. Nowadays, there is a multitude of online meeting transcription software that automates this process. I’ve explored many of these tools, and as such I’ll be providing a little insight into which works best to transcribe meeting minutes.

1. Notta

Notta is an online transcription tool that integrates with several meeting software through the use of Notta Bot. Simply invite Notta Bot to your call, and once your meeting is concluded you’ll find a completed transcription of the conversation in the Notta dashboard, with each unique speaker signified.

Notta has a Free plan that offers 120 minutes per month, which is definitely nice, and you can upgrade to 1,800 minutes for just $9 monthly.

2. Otter

Otter is an online meeting summary tool that allows for 10 30-minute conversations a month for free, or 1,200 minutes for $8.33 a month. Similar to other transcription tools, Otter uses an assistant tool called OtterPilot to join meetings and capture audio, notes, and generate summaries. 

How to Transcribe Meeting Minutes with Notta

Notta’s integration with meeting platforms, including Zoom, Google Meet, and Microsoft Teams, makes it possible to transcribe meeting minutes in just a few simple steps.

1. Prepare for the meeting

Familiarize yourself with the meeting agenda and any relevant documents or materials. Set up recording and transcription tools or devices, such as a computer, a good microphone, and a reliable meeting assistant like Notta. Create a free account and log in on the Notta website to access the Notta dashboard.

2. Join and record the meeting in high-quality

Be present at the meeting and actively listen to the discussions. Start recording the meeting using a dedicated voice recorder, a smartphone app, or any other reliable recording device. Ensure that the audio quality is clear and free from excessive background noise. Learn about how to improve the audio quality of recording.

2.1 For online meetings

You can select the “Join Live Meeting” option and paste the meeting invitation link (Zoom, Microsoft Teams, and Google Meet). Click “Transcribe Now” and Notta will send Notta Bot to record and transcribe the meeting in real-time.

2.2 For in-person meetings

Choose the right transcription languages. Click the “Record an Audio” option on Notta. Notta will start to record and live transcribe any conversations captured in the environment.

3. Review and transcribe the meeting minutes

After recording, listen to the recorded meeting audio carefully and wait for Notta to transcribe all the spoken content into written text.

3.1 Transcribe the meeting with Notta in real-time

Once Notta Bot joins the meeting it will instantly begin to record and transcribe the conversation. If Notta Bot hasn’t appeared, you may need to ask the meeting owner to give permission to the AI into the call. Once you’re finished with the call you’ll be able to find the completed transcription on the Notta dashboard.

3.2 Transcribe the meeting with pre-recorded audio

Upload the audio/video file you wish to transcribe. Notta supports various audio and video formats, including MP3, WAV, M4A, MP4, MOV, and more.

My favorite thing about using Notta is that it’s accessible at the touch of a button, and it’s a really great way to keep a team on track. Once the software transcribes your meeting in full, it’s easy to highlight and save key points made during a meeting.

4. Edit and summarize the transcription

Click on your completed transcription on the Notta dashboard to access the transcription for editing. Edit any grammatical errors, typos, or unclear passages to ensure a professional and polished document. You can also summarize the transcription with Notta AI summary to generate a short summary of your meeting with action items.

5. Review and share your meeting minutes with your team

Review the transcribed meeting minutes for accuracy, clarity, and coherence. Pay attention to formatting, headings, and consistent use of terminology in your final meeting minutes.

The transcripts can be exported in a variety of formats including TXT, DOCX, SRT, or PDF, which definitely makes it easy to keep everything documented in your company’s records. You can also generate unique share links for each transcription with the ‘Share’ button.

6. Store and archive meeting minutes

Save a copy of the approved meeting minutes in a secure location for future reference and archiving. Maintain a consistent file-naming convention and folder structure for easy retrieval. After the meeting, monitor progress on follow-up actions and provide updates as necessary.

Transform Meeting Minutes into Text with Ease

Rely on the premier meeting minutes platform- Notta to automatically generate clear, shareable transcripts, facilitating comprehensive record-keeping. This allows you to capture every action item while focusing on your meetings, with no manual typing required.

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How to Transcribe Meeting Minutes with Otter

Otter syncs with your Google or Microsoft calendar to automatically join and transcribe meetings. Setting it all up takes just a few steps:

1. Setup the Otter Assistant

Create an account and log in to Otter’s website. From there, click on the ‘Connect’ button on the right side of your home feed and sign in to allow Otter to access your Google or Microsoft calendar. To instantly have Otter Assistant join a meeting, simply paste the meeting link in the top right of the screen.

2. Manage your Assistant Settings

Go to your Account Settings > Meetings tab. From here you can adjust when you would like Otter Assistant to join your meetings, as you can modify it to auto-join every meeting, auto-share notes, and allow other meeting participants to access the notes.

3. View and edit transcriptions

Once you adjust your settings to how you’d like, Otter Assistant will begin auto-joining your meetings according to your calendar. Otter will automatically capture and transcribe your meetings and make summaries, which can be viewed, edited, and shared on your home feed.

I like that Otter allows you to adjust when you’d like it to join meetings and that it can be done automatically. For this reason, I think it works great as a low-maintenance solution for transcribing meeting minutes.

Comparing Meeting Minutes Transcription Software

FAQ about Transcribing Meeting Minutes

1. What is the difference between meeting minutes and transcription?

Meeting minutes are a narrowed-down version of a transcription, as it’s a brief summary of the discussions and decisions made during a meeting. This typically includes key points made during the meeting, action items, and decisions made. A transcription, on the other hand, is a full verbatim recording of a conversation, which captures every word. While meeting minutes are good for summarizing a meeting, a transcription can be helpful if you need a more detailed record for legal or documenting purposes.

2. What are the three types of meeting minutes?

There are three main types of meeting minutes: action, discussion, and verbatim. Action minutes focus on the decisions made and the action items assigned during the meeting. Discussion minutes provide a summary of the discussion and topics covered during the meeting. Verbatim minutes, also known as transcript minutes, provide a word-for-word account of everything that was said during the meeting.

3. What is the best way to structure meeting minutes?

There are a few things you’ll want to include in any meeting minutes log. You’ll always want to include a list of team members and guests. Follow this with a summary of the discussion and decisions made, including any ‘action items’ and assignments, and any important notes about the meeting. Keeping the minutes organized and easy to read will make them a useful tool for coworkers and anyone who needs to refer to them in the future.

4. How can meeting minutes software save time?

Meeting minutes software can save time by automating the process of recording and organizing meeting minutes. This eliminates the need for manual note-taking and formatting, which can be very time-consuming. Additionally, many meeting transcription software offers convenient features like templates, editing tools, and efficient options for sharing and exporting notes.

5. How do meeting minutes help run a business?

Meeting minutes help run a business by providing an official record of decisions, actions, and discussions made during meetings. They help to ensure that everyone is on the same page and working towards the same goals. Meeting minutes also serve as a reference point for future meetings, helping to track progress and ensure everyone stays on the same page.

Effortlessly Create Meeting Minutes

With Notta, you can easily generate meeting minutes, turning spoken content into written records with 98.86% accuracy. Stay organized and capture every key detail in your meetings.

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Key Takeaways

As businesses transition to online structures for meetings, online meeting transcription software has made it easier than ever to transcribe meeting minutes automatically. Meeting minutes serve as a great way to keep everyone on board, keep track of exchanges, and help businesses make better decisions.

There are several meeting transcription software options available, such as Notta and Otter, which automate the process of recording and organizing meeting minutes, making it easier to create, share, and finalize minutes efficiently. I’ve personally used each of these tools, and would highly suggest incorporating software to record and transcribe meeting minutes into your daily workflow.