DISCLAIMER: As you probably already know, this page may contain affiliate links. If you click on one of the product links, I’ll receive a small commission. Thanks!
Ever left a meeting feeling lost, your notes disorganized, and action items floating away, never to be seen again? You’re not alone. For many entrepreneurs, business owners, and team leaders, meetings are crucial for alignment and progress, but traditional note-taking too often gets in the way of being present and engaged.
Handwritten notes get buried, digital scribbles are inaccessible to your team, and most importantly, insight is lost when action isn’t taken.
The real cost of poor meeting notes isn’t just inconvenience. It’s missed opportunities, delayed decisions, and frustrated teams. When vital information gets buried or forgotten, projects stall and communication breaks down.
And while note-taking apps and shared documents have helped somewhat, they still rely heavily on manual effort and follow-through.
That’s where the AI note taker steps in as a transformative solution. By automatically capturing key insights, assigning action items, and making meeting content searchable and shareable, these tools help turn every conversation into a productive next step.
Why an AI Note Taker is a Game-Changer
You want to be present for your clients and team. Taking notes manually during calls isn’t just distracting for you, it often leaves action items buried in a notebook or stuck in your head, invisible to everyone else. Paper is lovely, but “dead information” helps no one. Your systems need notes to be actionable, collaborative, and accessible.
Yvonne’s years of experience show that impactful systems are built on clear, actionable communication and the AI note taker is quickly becoming indispensable. But here’s a tip: AI note-taking isn’t just about transcription. To get the best results, you need to communicate clearly during your meetings—think repeating back action items, using specific keywords, and stating who’s responsible for what. This helps both your AI note taker and your team stay on the same page.
Top AI Note Takers Reviewed: Which One Works for You?
Yvonne and her team put three leading AI note taker tools to the test, evaluating them on features, usability, pricing, and, most importantly, how well they help make meeting notes actionable.
1. Zoom AI Companion: A Simple Built-In AI Note Taker
The Zoom AI Companion is now integrated into any paid Zoom plan and provides automatic meeting recaps, next steps, and summaries sent straight to your inbox. It’s simple, efficient, and doesn’t require additional software. However, this AI note taker doesn’t record video, so you’ll need to handle that separately. If privacy is a concern and you want meeting notes to stay within Zoom, this tool excels.
2. Fathom Note Taker: An Affordable AI Note Taker for Growing Teams
A rising star, Fathom offers a robust AI note taker experience, so much so that Yvonne herself is an investor. You can start for free, making it accessible to teams on a budget. But key features like detailed summaries, technical notes, brand strategy tracking, and next steps are reserved for paid users ($15/month). Fathom’s paid version digs deeper into discussions and offers seamless sharing options, making it a strong contender. However, its free version is basic, and the “AI is present” notification on your Zoom can only be removed with a subscription.
3. ClickUp AI Note Taker: The Powerhouse for Actionable Meetings
If you’re already using ClickUp for project management, their AI note taker is a game-changer. It includes both a standard AI assistant (think ChatGPT/Claude integration) and the Autopilot bundle, which adds automation, task creation, and meeting note capabilities.
Most importantly, ClickUp’s AI note taker doesn’t just summarize meetings, it allows you to turn insights directly into tasks assignable to your team. Key topics are identified and categorized (problem, decision, update, idea), making it simple to follow up. And with video recording now included, it solves a major limitation for visual learners and SOP-driven teams.
How to Turn AI Note Taker Summaries into Action
One of Yvonne’s biggest insights? Meeting notes are only valuable if they lead to action. It’s not enough to accumulate summaries, you must make it easy to assign, follow up, and complete next steps. That’s why her team now runs Zoom’s AI note taker for backup, but relies primarily on ClickUp for daily operations.
With features like calendar syncing, automated task creation, and integrated video clips, ClickUp’s AI note taker becomes the nerve center for meeting action—so you always know what was decided, who’s responsible, and what happens next.
Automate and Streamline with the Right AI Note Taker
The future of meeting management isn’t just about capturing notes, but automating entire follow-up processes. Imagine automating everything, from meeting notes to follow-ups to task creation, without lifting a finger. This level of integration, as explained in Yvonne’s detailed breakdown, is the next frontier for productivity-driven teams.
Check out Yvonne’s full video and her follow-up content on meeting automations for an in-depth walkthrough, and take the first step toward smarter, more actionable meetings powered by the right AI note taker.
Conclusion
In a world where time is money, meetings should serve productivity, not slow it down. By harnessing AI-powered note takers like Zoom AI Companion, Fathom, and especially ClickUp, you can finally bridge the gap between conversation and execution. Choose the AI note taker that fits your workflow, train your team (and your AI) to communicate clearly, and watch your meeting outcomes—and your business—transform.
Ready to level up your meetings? Start using an AI note taker to capture, organize, and most importantly, act on every discussion. Your future self (and your growing business) will thank you.
ready to take action and stop trying to figure it all out on your own?
You don’t have to do it all – or all by yourself.
I have helped many Digital Entrepreneurs scale their operations, teams, and offers!
Let’s get you to that next level.
Video Transcription:
Yvonne Heimann [00:00:00]:
Ever walked out of a meeting feeling like you caught nothing of that? Notes scattered all over the place, action items completely unclear and all the follow up items you mentioned already forgotten. What we got to do today is transform your meeting notes. We, meaning me and my team, have put the top AI note taker options to the test. So you can stop second guessing your meeting notes and start actually using them. And if you don’t know me yet, welcome to my channel right here. I’m Yvonne Heimann of askyvi.com and I help you implement simple systems so you can grow your impact and income. Today we are talking about AI NoteTaker. AI has been on the rise and there is a slew of note takers out there.
Yvonne Heimann [00:00:52]:
So I have been over the last few months tested the three top AI note taker. But let’s start with the actual issue here. You want to be present with your clients, with your team when you are on these calls. So sitting there and scribbling and doing and everything is not going to allow you to be present with the people you’re talking to. And not only that, yes, I do love paper. But how much, how much dead information is there? It’s not actionable. It’s in here. My team can’t see it, my client can’t see it.
Yvonne Heimann [00:01:27]:
What are we going to do with this? And as you know, to really build simple systems that create impact and income, those need to be actionable. Tip number one, I always repeat things back. AI is just AI which means I want to be really clear to the AI so they know what am I even talking about, they ask in my AI note taker. So I really repeat back what I need to do or what the client needs to do or where the problem is. And you see how I’m already using specific keywords so that the AI not just guesses by how I say things, what I’m talking about, but specific words that make sure it knows what is a problem. It knows exactly who is supposed to do what and give it the best resources and the best trigger words possible so it can do its job. Now what actually makes for a great AI note taker? Little tip. It’s not just transcriptions.
Yvonne Heimann [00:02:31]:
So by the end of this video you’re going to know exactly what AI Notetaker you should be using, why you should be using it and how to use it to its best capability. But let’s start in the beginning and that is pricing. Because we all need to pay attention to the budget. Let’s be honest. Number one, let’s look at Zoom AI Note taker. Now, the AI companion. The Zoom AI Companion is available on any paid plan. So you don’t have it in your free account, but it comes for free with your pro plan.
Yvonne Heimann [00:03:07]:
AI Taker number two, Fathom Notetaker and I’m actually an investor in this tool. Love Fathom to pieces. You can start with this for free. Now, there are some limitations to the free account, but if you go paid, the premium account is $15 and we’re going to talk about those limitations when I walk you through the specific AI notes we have gotten. And last but not least, ClickUp AI NoteTaker. Now, ClickUp has two different AI packages. It has the Brain Assistant, which is your AI, think of it as Claude and ChatGPT included and taking your notes. And it’s the simple AI companion autopilot AI is AI doing work for you automatically.
Yvonne Heimann [00:04:06]:
Now, in the free account you have some trials. You have, as you can see right here, brain assistant trials. 25 per workspace and 50 per workspace. You get more on unlimited and then more on your business plus and enterprise plan. When it comes specifically down to the pricing, let’s take a look at this. The add on right now for your AI standard. Think of it as your AI companion. In ClickUp you can ask a question.
Yvonne Heimann [00:04:35]:
We talked about how we use AI with standard operating procedures. That’s what that does right in here. Now you also have the AI note taker which gives you 60 hours per month automatically with meeting notes and your link documents and all the things as well as there is also your AI Autopilot bundle that gives you the unlimited access to AI assigned. AI prioritize the AI Note Take I included. So it’s the full package. It’s not just having chatgpt in your ClickUp. It’s the full on bundle with running agents with all the things. This is actually the package that I have.
Yvonne Heimann [00:05:20]:
Now that we have the whole pricing taken care of, what do you get when you run these AI Notetakers? Now, Zoom Companion is built straight into your Zoom. And as you can see, the AI Companion gives you a quick recap. It gives you the next steps, it gives you a summary and you get this per email and there it is. That’s what it does. Doesn’t record video, you need to record your video separate. AI Note Taker in Zoom only takes notes for you. So if you have specific information that you don’t want anybody to see see, the AI Companion in Zoom is a great solution. But this is what you get.
Yvonne Heimann [00:06:04]:
Now what, what are we doing with this I have so many summaries in Zoom it’s not even funny. Then we have our Fathom not Taker. As I mentioned I actually have invested in this company. I love the team. You can run it for free. Now what you are getting for free is really just the bare minimum transcript. If you want to have these specifics of your key takeaways and any kind of technical issues or the brand strategy. What we talked about in this call and these topics and specific next steps that is your paid feature and if you don’t want to have a black screen on your zoom call that’s like hey I am the AI note taker.
Yvonne Heimann [00:06:49]:
You also going to have to pay for this. So when you’re looking at Fathom Note taker and the paid version we get a similar roundup and summary as we are getting in the Zoom where we have our meeting purpose right here in Fathom we have our key takeaways, we have our topics that we talked about. It dives deeper into the technical issues. We we discussed the brand strategy. You are getting all of these specifics and next step that we were talking about that need to be taken again. Amazing you can get them linked, you can easily share them in here if you wanted to. It is a great note taker. Now last but not least, ClickUp AI NoteTaker.
Yvonne Heimann [00:07:36]:
So if you are running AI already in ClickUp it’s kind of like a no brainer. But let me dive into what what’s happening and what AI Notetaker looks like. One of the big downsides when we mapped out this video was ClickUp AI Notetaker didn’t record video and as you can tell a lot of what I do, a lot of what I teach, a lot of what I work on is visual. We need to be able to pull screenshots out and do things. As you can see right here, being able to visually showcase what I explained to the client, especially when I’m on a standard operation waiting procedure call where I walk the team through how this works. I need the video recording with it now. Recently I got access to the video recording too. So that minus point just disappeared.
Yvonne Heimann [00:08:30]:
Looking at what we actually get from this AI again similar. We get the overview, we get the key takeaways, we get our next steps and we get the key topics. Now we compared the quality of the note taking and the quality is similar. It’s AI. There’s going to be calls where AI is a little bit more confused than there’s calls where AI is spot on. We have seen the same pattern across all three eyes. So the quality of the note taking is really, really similar. Now where the decision comes in is what was the problem we talked about in the beginning? Collecting information and not doing anything with it.
Yvonne Heimann [00:09:16]:
I don’t want notes from my meetings to just become a collection again somewhere in in a note and nothing is happening with it. So what I really like about ClickUp AI note taker is we have all of this, but it’s already in ClickUp, which means I can easily take this and turn this into a task, plug it in somewhere, assign it to me, and now it is already actionable. Not only that, I also really, really like that. The key topics are also getting identified off. Is this a problem? Is this a decision? Is there an update happening? Is that an ideation of something? I mentioned it before be of that habit and in practice to repeat. Hey client, what I just heard you say is that you are struggling with this, this and that. Not only does that mean you’re talking to your client and show them you heard them, you are also triggering AI to realize this is something important. So you are doubling up and really helping your AI be more productive.
Yvonne Heimann [00:10:24]:
Now what is our current AI setup? Now that I’m done having 10,000 different AI note takers and every call it’s like you have two people and you have five different AI note takers in there. Our current setup and what we have chosen to run here is is we are still running the Zoom AI companion to just leave it running, have a little backup. If technology doesn’t work as it expected to. I always like to have a backup. The main use we have now and the main AI note taker we are using is ClickUp. And the decision was made the moment we got video simply because we can easily assign tasks. Now meeting notes are becoming actionable, which again is the biggest problem with meeting notes not taking actions on it. The secondary is you have the emphasis on what is it that actually happened in this meeting.
Yvonne Heimann [00:11:25]:
Knowing where’s a problem, where does the decision, where is an idea? Where are updates happening? And the final feature that made us switch over is really clips being integrated with AI NoteTaker. So now literally we have in calendar we have the AI notetaker to set to jump into all of my calls no matter if I’m there or not and generating those meeting notes for me to know what’s happening with the team in case I cannot join a call and really have these actionable tasks ready to go for us to again take action on them. It doesn’t matter how well you are taking notes if you are not doing anything about them afterwards. Now how can you take ClickUp note taking even further? Now imagine automating your entire meeting process from notes to follow ups to tasks without ever lifting a finger. I covered exactly how to do that in this video right here about ClickUp’s new meeting automations. Check it out. Next on how to streamline your workflow even more. Let’s keep boosting your productivity together and catch you in the next video.
