How to Use AI to Transcribe Meetings

AI transcription transforms spoken words into searchable text in real-time, eliminating manual note-taking during meetings. Modern AI tools achieve 90%+ accuracy and integrate directly with popular video conferencing platforms.

1. Choose your AI transcription tool. Select Otter.ai for cross-platform meetings, Microsoft Teams built-in transcription for Teams meetings, Google Meet's live captions for Google Workspace users, or Zoom's AI Companion for Zoom meetings. Each tool offers different features like speaker identification, summary generation, and integration capabilities.
2. Set up your transcription account. Create an account with your chosen service and verify your email address. For platform-specific tools like Teams or Google Meet, ensure your organization has enabled transcription features in admin settings. Download mobile apps if you plan to transcribe in-person meetings.
3. Configure audio input settings. Test your microphone quality using the tool's audio check feature. Position yourself within 3 feet of your microphone for optimal pickup. Adjust microphone sensitivity in your operating system's sound settings if background noise interferes with transcription accuracy.
4. Enable transcription before the meeting starts. Launch your transcription tool and connect it to your meeting platform. For Zoom, click the AI Companion button and select 'Start transcription.' For Teams, click the three dots menu and select 'Start transcription.' For standalone tools like Otter.ai, click 'Record' and join your meeting audio.
5. Optimize speaker identification. Introduce each participant by name early in the meeting so the AI can learn voice patterns. Use the speaker labeling feature to manually assign names to voice patterns during the first few minutes. Encourage participants to state their names before speaking in larger meetings.
6. Monitor and correct in real-time. Watch the live transcription for obvious errors and make mental notes of corrections needed. Use the highlight or bookmark features to mark important decisions or action items as they occur. Pause transcription briefly if sensitive information is discussed that should not be recorded.
7. Review and edit the final transcript. Stop transcription when the meeting ends and review the generated text within 2 hours while details remain fresh. Correct speaker names, technical terminology, and any misheard words. Add paragraph breaks and formatting to improve readability for later reference.
8. Export and share the transcript. Export the transcript as a PDF, Word document, or plain text file depending on your team's preferences. Share the document through your organization's standard channels while being mindful of confidential information. Archive the transcript in your meeting documentation system with appropriate access controls.