Best AI Note-Taking Tools for In-Person Meetings 2025

Have you ever left a meeting unsure about what was discussed or assigned? Keeping track of key points and action items can be challenging, especially during fast-paced discussions. And it’s not just about remembering things in the moment. A study out of Harvard found that reviewing your notes later actually sharpens your judgment and helps connect the dots more clearly. When you’re too focused on listening without writing anything down, you miss the chance to build those mental links that really stick. That’s where solid note-taking, especially the kind powered by smart tools, makes a real difference.

AI meeting minutes tools help by automatically transcribing conversations, summarizing important details, and organizing notes efficiently. You can stay present in the room without losing what matters.

In this guide, we’ll review the best AI-powered tools in 2025 that can improve accuracy and save time in your meetings.

What are AI Note-Taking Tools for In-Person Meetings?

AI note-taking tools for in-person meetings use artificial intelligence to transcribe, summarize, and organize real-time meeting discussions. Unlike manual note-taking, these tools ensure accuracy, save time, and help teams focus on discussions without distractions.

Here’s how AI meeting minutes tools work:

• Speech Recognition: AI-powered transcription captures spoken words and converts them into text with high accuracy.
• Automatic Summarization: These tools extract key points, decisions, and action items to create concise meeting summaries.
• Collaboration Features: Teams can access, edit, and share meeting notes instantly, improving communication and follow-ups.
• Seamless Integrations: Many tools sync with calendars, project management apps, and cloud storage for a smoother workflow.

For teams looking for an efficient way to manage meetings, Clockwise helps optimize schedules and streamline meeting workflows. Try it today to boost productivity and make the most of your meetings!

Also Read: How to take and organize notes for work

Understanding what these tools do is just the start—next, let’s dive deeper into how they function and the key features that make them effective for in-person meetings.

Functionality of AI Note-Taking Tools

AI note-taking tools are designed to make meetings more efficient and productive by automating the note-taking process. Here's a breakdown of their key functionalities:

1. Voice Recognition, Summarization, and Transcript Management

• Real-time transcription: Converts spoken words into text quickly and accurately.
• Summarization: Extracts key points, decisions, and action items, providing a clear summary of the meeting.
• Transcript management: Organizes notes and allows easy searching of key information, making it simple to refer back to any part of the discussion.

2. Integration with Devices in Physical Meeting Settings

• Device compatibility: Works seamlessly with devices like microphones, laptops, and conference systems, ensuring smooth functionality in any setting.
• Platform integration: Syncs with popular collaboration platforms such as Zoom, Microsoft Teams, and Google Meet for easy sharing and management.
• Hybrid meeting support: Supports both in-person and hybrid meetings, eliminating the need for manual note-taking and ensuring accuracy in all settings.

Also Read: Beating the Clock: Strategies for Time-Efficient Teams

Now that we’ve covered how these tools work, it’s time to explore the best AI note-taking solutions available in 2025 and what makes each one unique.

Top AI Note-Taking Tools for In-person Meetings

AI-powered note-taking tools help professionals capture important discussions, transcribe key points, and enhance productivity in in-person meetings. 

These tools eliminate the hassle of manually taking notes while ensuring accuracy and clarity. Here are some of the best AI-powered options available in 2025:

1. Fireflies.ai

Fireflies is more than just a transcription tool, it’s like having a smart assistant in the room who never misses a word. Whether your team is meeting in person or logging in remotely, Fireflies listens in, records the entire conversation, and turns the spoken word into clean, organized notes. It doesn’t just jot down what was said, it breaks it down by speaker, captures the big ideas, and pulls out action items so nothing gets lost in the shuffle.

Key Features:

• Real-time transcription: Fireflies listens and types at the same time, using AI to convert speech into accurate, readable text as the conversation unfolds.
• Speaker identification: It knows who’s talking and separates their words accordingly, so transcripts don’t blur into one big wall of text.
• Smart meeting summaries: Instead of scrolling through an hour-long transcript, you get bite-sized summaries with key highlights, decisions made, and next steps.
• Integrations that work where you do: Fireflies connects with Zoom, Google Meet, Microsoft Teams, Slack, and popular CRMs like HubSpot and Salesforce, making it easier to keep your records in one place and push meeting insights straight into your workflow.

Pricing: 

• Free
• Pro: $10/month
• Business: $19/month
• Enterprise: $39/month

G2 Rating: 4.8/5

Best for teams and professionals who need more than just a raw transcript. Fireflies is perfect if you're juggling multiple fast-moving projects and can’t afford to lose track of the details. It cuts down on the need for manual note-taking, reduces miscommunication, and creates a reliable archive of what was said, ready to reference anytime. If clarity, follow-through, and focus matter to you, Fireflies earns its spot in your workflow.

2. Otter.ai

Otter.ai is like having a real-time scribe in the room, quietly working in the background while you focus on the conversation. As one of the most trusted AI transcription tools out there, Otter doesn’t just turn speech into text; it adds structure, makes it searchable, and even tags keywords so you can find what you need later without digging through a mountain of notes. It’s made for real-world team settings, especially when meetings are fast-paced and decisions are made on the fly.

From interviews to planning sessions, Otter keeps a detailed, time-stamped record and even catches the things you might miss while thinking about your next point.

Key Features:

• Live transcription: Converts speech into real-time notes, tagging important keywords as the meeting unfolds.
• Automated summaries: Highlights key points and takeaways without needing a manual clean-up.
• Custom vocabulary: Let's you teach Otter industry-specific language, acronyms, or names for better accuracy.
• Collaboration-friendly: Syncs with Google Calendar, Zoom, and Slack to automatically join scheduled meetings and take notes without prompts.

Pricing: 

• Free
• Pro: $10/month
• Business: $19/month
• Enterprise: $39/month

G2 Rating: 4.8/5

Best for teams who want their meeting notes to keep up with their conversations. Otter is ideal for fast-moving environments where information comes quickly and needs to be recalled just as fast. Whether you're in product meetings, client calls, or internal check-ins, Otter helps teams stay aligned by capturing not just what was said, but what actually mattered. It's a strong choice if you're looking to replace messy notes with organized, searchable transcripts that make follow-up a breeze.

3. Fathom

Fathom doesn’t just transcribe your meetings, it breaks them down into smart, structured notes that feel like they were written by someone who understood what mattered. Built for Zoom, Google Meet, and Microsoft Teams, it picks up on key decisions, highlights action items, and organizes everything automatically. No switching tabs, no scrambling to jot things down mid-conversation. You get a full, searchable breakdown of who said what and what needs to happen next, delivered instantly. It’s like having a sharp, invisible teammate who never zones out and never misses a beat.

Key Features:

• AI-Generated Summaries: Automatically highlights key moments and decisions, providing concise summaries that are easy to review.
• Action Item Tracking: Identifies tasks and next steps from meetings, helping teams stay organized and accountable.
• Multi-Platform Support: Compatible with Zoom, Google Meet, and Microsoft Teams, offering flexibility across different meeting environments.
• CRM Integrations: Seamlessly connects with tools like HubSpot, Salesforce, and Slack to streamline workflow management.
• Ask Fathom: Interact with your recordings through a powerful AI assistant for instant answers and insights.

Pricing: 

• Free
• Premium: $15/month
• Team Edition: $19/month
• Team Edition pro: $29/month

G2 Rating: 5/5

Fathom is ideal for professionals and teams seeking structured, AI-generated notes with clear takeaways. Its ability to integrate with various platforms and CRMs makes it a valuable tool for enhancing meeting productivity and ensuring that important information is captured and actionable.

4. Tactiq

Tactiq is a nimble AI note-taker built to keep pace with both in-person and virtual meetings. It listens carefully and turns speech into text instantly, making it easy for teams to capture every important moment without breaking flow. Beyond just transcription, Tactiq recognizes who’s speaking, so your notes clearly show which ideas came from whom, cutting through the usual jumble of meeting chaos. You can export these notes directly into Google Docs, Slack, or Notion, making follow-ups and sharing effortless. Plus, multiple team members can jump in real-time to add comments or edits, turning note-taking into a true group effort.

Key Features:

• Lightweight, browser-friendly: Runs efficiently without bogging down your system or meeting flow.
• Multi-user annotation: Multiple teammates can jump in to highlight, comment, and clarify notes in real time.
  
• Flexible export: Instantly push transcripts and highlights to Google Docs, Slack, or Notion to fit your team’s workflow.
• Smart speaker tagging: Automatically links spoken words to the right person for clearer accountability.

Pricing: 

• Free
• Pro: $8/month
• Business: $16.67/month
• Enterprise: Custom

G2 Rating: 4.5/5

Best for teams that thrive on real-time collaboration and need their meeting notes to be more than just words on a page, Tactiq turns transcripts into a shared, living document that helps everyone stay engaged, accountable, and ready to act.

5. Supernormal

Supernormal is designed for professionals who want meeting notes that practically take themselves, with minimal fuss and maximum clarity. It’s especially powerful for teams that run frequent meetings across multiple languages, offering reliable transcription whether you’re speaking English, Spanish, or Mandarin. What sets Supernormal apart is its ability to capture not only what’s said but also when it was said, giving you a timeline view that makes reviewing and sharing straightforward. The tool also integrates tightly with popular collaboration hubs like Notion and Trello, turning your notes into tasks or project updates instantly..

Key Features:

• Timestamped meeting minutes: Every note is linked to the exact moment in the recording, making it easy to jump back and hear the context.
• Automatic speaker tagging: Accurately distinguishes between multiple speakers without manual setup, keeping dialogue clear.
• Multilingual support: Transcribes and summarizes conversations in multiple languages, great for global or diverse teams.
• Smart task extraction: Identifies action items and next steps, helping you turn discussions into to-dos without lifting a finger.
• Seamless exports: Push notes directly into Notion, Trello, Slack, or Google Drive for immediate team access and collaboration.

Pricing: 

• Free
• Pro: $10/$18/month
• Business: $19/$29/month

G2 Rating: 4.4/5

Best for teams and individuals who want detailed, well-organized meeting summaries with clear action points, especially if you work in a multilingual environment or rely heavily on turning meeting outcomes directly into project tasks. Supernormal cuts down your admin load so you can focus on the next big thing.

6. Sembly AI

Sembly AI isn’t just about writing down what’s said; it listens for the mood and meaning behind the words to give you a fuller picture of your meetings. Perfect for data-driven teams, it picks up on emotional cues and conversation tone, helping you understand how discussions really went, not just what was said. It turns lengthy conversations into sharp summaries, pulling out decisions and to-dos, so you don’t have to comb through pages of notes. Whether your team meets on Zoom, Google Meet, Microsoft Teams, or Webex, Sembly fits right in and works quietly in the background. It’s like having someone who not only takes notes but also reads the room and flags what matters most.

Key Features:

• Accurate transcription: Captures spoken words clearly in both virtual and face-to-face meetings.
• Mood and sentiment detection: It senses when conversations become tense, enthusiastic, or uncertain, offering a deeper understanding of team dynamics.
• Actionable summaries: Automatically pulls out important decisions, next steps, and assigns responsibilities.
• Works everywhere: Compatible with popular meeting platforms like Zoom, Google Meet, Microsoft Teams, and Webex.

Pricing: 

• Free
• Pro: $10/month
• Business: $20/month
• Enterprise: Custom

G2 Rating: 4.6/5

Best for professionals and teams that want to move past just recording facts and instead capture the full story behind their meetings. If your goal is to understand the team’s mood and make confident, data-backed decisions, Sembly gives you the clarity and follow-through you need, without having to listen to every second again.

Suggested Read: 8 Effective Ways to Run a Successful Business Meeting

While these tools bring significant benefits, it’s also important to understand their limitations, especially in real-world meeting environments.

Limitations of AI Note-Taking Tools in In-Person Meetings

While AI-powered note-taking tools offer many advantages, they are not without their challenges. Below are some common limitations to be aware of when using these tools in in-person meetings:

1. Challenges of Real-Time Transcription in Noisy Environments

One of the biggest hurdles for AI note-taking tools is the ability to transcribe speech in noisy environments accurately. AI systems rely on clear audio input to deliver precise transcriptions. In crowded or bustling settings, background noise can interfere with the tool’s ability to capture speech, resulting in inaccurate or incomplete notes.

Potential Issues:

• Background noise interference: Background chatter, music, or other environmental sounds can cause transcription errors.
• Accents and dialects: AI tools may struggle to accurately transcribe speech from speakers with strong accents or dialects, leading to misinterpretation.
• Poor audio quality: If the meeting is conducted in a large space or there is insufficient microphone coverage, the AI may not capture all parts of the conversation clearly.

To overcome these challenges, some AI tools offer noise-cancellation features, while others allow manual editing or corrections after the meeting. Using high-quality microphones and ensuring optimal room acoustics can also improve transcription accuracy.

2. Potential Issues with Device Integration and Technical Hiccups

AI note-taking tools often require integration with various devices, applications, or platforms like Zoom, Microsoft Teams, or Google Meet, and these integrations are not always seamless. Technical hiccups can occur, resulting in missed notes or failed synchronization across platforms.

Potential Issues:

• Device compatibility: Not all devices or operating systems are supported, leading to connection issues or limited functionality.
• Software updates and bugs: Frequent updates or bugs can disrupt synchronization or functionality between the AI tool and the meeting software.
• Reliability of cloud services: Cloud-based storage can sometimes fail or be interrupted, resulting in lost notes or difficulty accessing previous meetings.

To minimize device and software issues, it’s important to ensure all software is up-to-date and to test device compatibility before meetings. Additionally, opting for tools with strong customer support can be valuable in case issues arise during the meeting.

Suggested Read: How to Take Meeting Notes in Microsoft Teams?

Knowing the challenges of AI note-taking tools helps you make smarter choices about when and how to use them. But how do you decide which one is right for your needs? Let’s break it down.

Decision-Making: Choosing the Right AI Note-Taking Tool

Choosing the right AI note-taking tool for in-person meetings can make or break your productivity. The right solution doesn’t just transcribe—it helps teams focus, collaborate better, and retain what matters. When evaluating AI meeting minutes tools, here are the key factors to guide your decision:

Picking the right AI note-taking tool isn’t just about convenience—it’s about supporting focus, clarity, and follow-through. In back-to-back meetings, missing key points or relying on memory can lead to gaps in execution. A smart tool should reduce that load, not add to it.

• Accurate speech-to-text conversion, even with overlapping voices or less-than-ideal audio
• Real-time summaries that pull out decisions, action items, and key points without delay
• Clear speaker identification to avoid confusion when revisiting notes
• Minimal interface friction, easy to access, review, and share notes post-meeting
• Integrations with calendars, project management apps, and communication platforms
• Real-world user feedback revealing common bugs, limitations, and workarounds
• Features like keyword tagging, custom labels, and search filters for faster navigation
• Consistent product updates and responsive support to adapt with evolving team needs

Users can evaluate AI note-taking tools based on these criteria to find the best solution to enhance meeting productivity and documentation accuracy. When meetings stack up without breathing room, it’s not just your calendar that suffers; your ability to focus, prioritize, and execute takes a hit. Notes get lost, follow-ups slip through, and context fades. Ready to reclaim those hours? Let’s see how Clockwise can put your schedule back in your hands.

Make Every Meeting Count with Clockwise

Clockwise is an AI-powered calendar assistant that quietly rearranges meetings, guards focus blocks, and respects every teammate’s preferences, so you work when you’re sharp and meet when it matters.

• Automated AI scheduling: Finds the best shared slots in seconds and books them for you, no email ping-pong required.
• Focus-time protection: Locks in uninterrupted blocks for deep work, then shifts flexible meetings around those holds.
• Flexible Holds: Lets you block time for tasks outside meetings, so your to-do list stays visible and doesn’t get buried under back-to-back calls.
• Scheduling Links: Share smart, personalized links that reflect your real-time availability and preferences, cutting out the back-and-forth of scheduling emails.
• Flexible Meetings: When calendars clash, Flexible Meetings automatically reshuffle to find better slots, so your team stays in sync without derailing your day.
• Works with your stack: It syncs with Google Calendar, Outlook, Slack, and more to keep your tools and your team in sync.

With the logistics handled, you spend less time shuffling events and more time moving projects forward. Clockwise shows you how to open a calendar that finally fits.

Wrapping Up

AI note-taking tools are changing the way we attend meetings, helping us stay present, capture what matters, and leave with clear next steps. Whether it’s a quick sync or a long strategy discussion, tools like Fireflies, Otter, and Fathom make it easier to focus on the conversation instead of the keyboard.

But meetings are just one part of the puzzle. If you're looking to go a step further and actually make time for what matters, focused work, deep thinking, or even just a proper lunch break, Clockwise can help. It works behind the scenes to optimize your schedule and protect your productivity, while still making space for the meetings that move things forward. Curious? Book a quick demo and see how it fits into your day.