AI Tools for Meeting Notes: 5 Critical Features

Incorporating artificial intelligence (AI) during meetings can rapidly enhance pre- and post-meeting efficiency. From capturing meeting minutes to automatically transcribing discussions, AI has fundamentally changed the way leadership teams conduct efficient and effective meetings.

However, investing in the right AI tool for meeting notes requires careful planning and consideration. Here is a list of the mission-critical features you should prioritize to make an informed purchase for your team.

AI Meeting Note Tool Features 

When evaluating different types of artificial intelligence tools for meeting notes, consider the following features:

1. Accurate Summarization and Key Takeaways 

A high-quality AI note-taking tool should be able to distill a lengthy meeting into a concise meeting summary. This includes highlighting essential points, action items, and decisions made, so users don’t have to sift through the entire transcript. 

Look for tools that prioritize clarity and relevance in their output to ensure teams can easily review what matters most and move forward with confidence.

2. Speaker Identification and Attribution

The most useful AI tools for meeting notes are capable of identifying the difference between speakers’ voices. These tools can recognize differences in inflection, volume, pronunciation, accents, and other key details to correctly record who says what. 

Training these tools to correctly identify specific people by their voices can take several meetings, but high-end programs eventually do so with minimal errors. This way, they can accurately transfer speaker attribution to minutes and other documents to drastically reduce questions surrounding who participated in specific discussions or was responsible for certain decisions. 

3. Contextual Understanding   

Your AI tool should have a reasonable knowledge base of the types of information that boards of organizations like yours typically discuss. It should know enough about the nature of your industry to be capable of creating meeting notes that handle standard terminology with minimal errors. AI software should be able to recognize which homophones belong in the context of a particular discussion, common acronyms, and similar nuances to avoid confusion when turning transcribed notes into meeting minutes and other key documents.

Even the best AI tools may not automatically recognize and properly spell board members’ names, nearby towns, acronyms that are specific to your organization, and other unique details. High-end tools can often be programmed to identify these words, but it is still important to have a board member review AI-generated notes and minutes for contextual accuracy.

4. Security, Privacy, and Compliance

Meeting notes often include confidential or sensitive information, so security is non-negotiable. In addition to standard protections like end-to-end encryption and role-based access controls, it’s important to consider artificial intelligence security risks, such as unauthorized data access, model vulnerabilities, or misuse of stored transcripts. 

Choose AI tools that take a proactive approach to data protection and comply with relevant standards like GDPR, HIPAA, or SOC 2 Type II. These safeguards help mitigate risk, protect your organization’s data, and build trust with clients and team members alike.

5. Integrations and Workflow Automation 

Boards should choose AI meeting note tools that easily integrate with the tools your team already uses, such as Zoom, Microsoft Teams, Slack, Google Calendar, or your CRM system. This ensures the software can effectively streamline your workflows instead of creating unnecessary problems linked to compatibility issues. 

AI Meeting Note Tools 

Boards have several options to choose from when selecting an AI tool to write meeting notes and handle a wide range of other tasks. Here are some of the most important things to know about five common artificial intelligence tools for business. 

Introducing OnBoard AI 

OnBoard AI is designed to streamline board governance by offering a complete suite of AI-enabled tools that enhance every phase of the board meeting process.
There are several benefits of using our software’s AI-backed features:

• Improved efficiency and productivity: AI tools handle routine tasks, analyze data, and summarize information, saving users time and allowing them to focus on priorities.
• Data-driven insights: AI tools process and analyze vast amounts of data to provide insights and identify trends that may go unnoticed by human analysis.
• Consistency and accuracy: AI tools ensure that information presented is accurate and consistent, reducing the risk of human error.
• Quick access to information: AI tools can quickly retrieve relevant documents and data points, making information more accessible when needed.