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Meetings are a big part of getting things done as a team and also plays a large role of communication with clients. But let’s be real, they’re not always smooth sailing. You’re trying to contribute, pay attention, and jot down important points all at once. It’s a lot. Before you know it, the meeting’s over and you’re left wondering if you actually captured anything useful… or just ended up with a bunch of half-finished notes.
That’s where ClickUp AI comes in and completely changes the game.
Instead of juggling conversation and note-taking, ClickUp AI takes that mental load off your plate.
It listens, organizes, and pulls out the key takeaways like tasks, decisions, and next steps so you don’t have to.
You get to stay present in the moment, actually focus on the discussion, and still walk away with everything you need to move forward. It’s like having a super-reliable meeting assistant who never misses a thing.
Whether you’re running back-to-back client calls, leading internal team check-ins, or just trying to keep track of fast-moving project updates, ClickUp AI helps you show up more prepared and leave with total clarity.
No more scrambling to remember what was said or who’s doing what. You’ll not only save time—you’ll also lead with more confidence, communicate better, and turn every meeting into meaningful progress.
The Old Meeting Reality
Almost everyone has experienced that frantic feeling in meetings: You’re just trying to keep up, scribbling notes furiously while important points, questions, and next steps whiz by. As Yvonne Heimann explains, it’s a struggle to be fully present with your clients or team when you’re caught up in capturing every last detail.
That “fear of missing out” on action items often means you can’t engage as deeply in the discussion itself. This dilemma plagued Yvonne until she discovered ClickUp AI, a smarter solution that allowed her to truly connect with her clients and team.
ClickUp AI Notetaker: Your Smart Meeting Assistant
Now, imagine if you could “have someone else take those notes for you while you focus on the actual conversation.” That’s precisely what ClickUp AI offers.
In her recent webinar, Yvonne showcases how ClickUp AI’s notetaker doesn’t just record meeting details, it identifies action items, helps prepare agendas, and eliminates the need to pause conversations for manual note-taking.
With ClickUp AI, you gain the freedom to show up as the best version of yourself engaged, thoughtful, and fully attentive.
Using ClickUp AI to Simplify Meeting Prep
Meeting preparation can take an unexpectedly long time, especially when multiple projects span different platforms, content types, and team members. Yvonne demonstrates how ClickUp AI pulls comprehensive status updates across your workspace before a meeting.
No more digging through scattered tasks, ClickUp AI delivers a snapshot of what’s been published, what’s in progress, and what’s on deck. It even breaks it down by content type (YouTube, blog, podcast, or short-form content), making it an indispensable pre-meeting tool.
From Notes to Action: How ClickUp AI Enhances Accountability
ClickUp AI’s notetaker doesn’t stop at transcription. It smartly categorizes discussion points into ideas, updates, and issues. It flags potential roadblocks and highlights key decisions made in the conversation.
The real magic? You can turn ClickUp AI meeting summaries directly into actionable tasks inside ClickUp. This keeps your team accountable and ensures that ideas turn into execution.
No more “notes lost in limbo.” With ClickUp AI, talking about work leads seamlessly to getting work done.
A hidden benefit of ClickUp AI is how it enables deeper listening. Freed from the distraction of note-taking, you’re able to notice emotional cues, tone changes, and subtle signs of client satisfaction—or dissatisfaction.
Yvonne points out how ClickUp AI can even attend meetings for busy leaders, summarize discussions, and surface critical takeaways. That means staying in the loop without being glued to every Zoom call.
What’s Next for ClickUp AI Notetaker?
What’s on the horizon for ClickUp AI notetaker? The evolution continues, with video recording capabilities on the roadmap. These will be especially valuable for visually-driven teams who use “how-to” demonstrations and creative walkthroughs in meetings.
As ClickUp AI expands its feature set, expect even more ways to automate, organize, and accelerate your workflows.
Final Thoughts: Make Every Meeting Count with ClickUp AI
With ClickUp AI as your meeting companion, you’re empowered to focus on people, not keyboards. You’ll walk away from every call with organized notes, clear next steps, and a stronger presence as a leader, teammate, or consultant.
Join my next FREE ClickUp webinar: https://bossyourbusiness.academy/clickup-auto
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Video Transcription:
Yvonne Heimann [00:00:00]:
Are you tired of missing important details on your meetings because you’re frantically taking notes, feeling like you can’t be fully.
Yvonne Heimann [00:00:08]:
Present with your clients because you are.
Yvonne Heimann [00:00:10]:
Worried about capturing every single action item? Totally been there, trying to listen, engage and scribble down all the notes all at the same time?
Yvonne Heimann [00:00:20]:
But what if I tell you that.
Yvonne Heimann [00:00:22]:
You could have someone else take those notes for you while you focus on the actual conversation? In this video, I will show you how ClickUp AI can change how you run your meetings by taking comprehensive notes, identifying action items, and helping you prepare for calls so you can be fully present with your team and clients. This video is actually a snippet from one of my recent free ClickUp webinars. And if you want to join me live and ask question and get them answered right then and there, go check out the link in the description for one of our upcoming ClickUp webinars.
Yvonne Heimann [00:01:07]:
We have a team meeting coming up so let’s pop in here. And yes, I pre wrote those because you know me and typing is a pain in the booty. I’m getting ready for meeting notes. So what’s the status of our current content creation across all types and platforms? Because girl, we got a whole bunch of stuff going on. I don’t know where is what and how and what’s happening ClickUp. Just, just tell me. I don’t want to spend the time to just search do what’s happening in here. As you can see, it is in the content creation.
Yvonne Heimann [00:01:40]:
So it really just works in that content creation space. And what’s going on in here? What are the statuses of tasks? Where are things happening? And it goes through quite a lot of tasks from prepping on what’s done, what has been published. And that’s where it now gives us a snapshot of this week, where it knows which week it is because we have the 25th. We got a whole bunch of videos done. We Lucas actually started editing some videos, repurposing things into blog posts. What has been happening on the BL on the blog/podcast because we don’t just produce content for my YouTube training channel. We also have a podcast video channel, short forms, key decisions that have happened and oh my God. And yep, a whole bunch of stuff happening.
Yvonne Heimann [00:02:43]:
So now I have a rundown to jump into this call with Luby. I also can go ahead and say what are the questions and tasks I should consider talking about in my meeting with Luby? And here’s the thing, you want to pay attention because Luby is her nickname and her accounts as well as her person name in ClickUp used to be different. We actually changed this in the past if when she didn’t go by her nickname ClickUp and ClickUp AI would have had trouble to identify her because the username in ClickUp was different. So when working with AI you need to be precise. You need to be able to give it prompts like you are giving to a 5 year old. And with that, because Luby was nice enough to change her her name in ClickUp to her nickname, what we call her it. Found it Found it. It’s giving me additional information, the specific videos that are coming up, things that have been done.
Yvonne Heimann [00:04:01]:
As you can see, it’s bringing in statuses, all the things. Now I’m ready to jump into a call with her and have AI record our meeting notes. Meaning I can be there and I can talk with Luby. We dive deep into our calls, into ideations, into things that are happening and little side note, yes, ClickUp AI Note taker is taking audio. However a little birdie has told me that we are getting video recording too. So if you are like me where calls are really really how to based and I’m pointing things out and I’m doing things and I’m showing things we are getting video. I didn’t tell you though with that I can now show up in these meeting in in these meetings. No matter if that is a team meeting, no matter if that is a client meeting.
Yvonne Heimann [00:04:54]:
We have also been testing, as you can tell right here, we have been testing Fathom, notetaker, Fireflies, Note Taker, ClickUp AI Notetaker as well as the AI companion of Zoom. There’s a video coming up when it comes to really action based use of AI in your calls. I really really love ClickUp AI NoteTaker because as you can see it automatically gives us the next step steps. So I either way can go straight through here and check off the items that Luby and I talked about that need to get done. Or I can mark this and turn this into a task wherever it needs to go. And now it is action based. It is not just anymore some notes that are flying around somewhere and nobody is taking action on it. We are here to get things done, not just to collect knowledge.
Yvonne Heimann [00:05:55]:
And one of the features in AI NoteTaker I really really like. And there is different topics actually. There is idea, there is update, there is issues. So you easily have those topics, general topics that you talked about and the snippets of more information what happened here as well as that those is it an idea is it an update is there an issue? If you had a client meeting it will point out if there is an issue and the AI perceived that something didn’t work right with a client and the client might be at risk. You get these right down here with this you now have an easy process to really use AI for note taking. Be present in calls now. Please please don’t take away from being in calls. There is still perception and paying attention to your team members and seeing the changes in them.
Yvonne Heimann [00:07:00]:
These note taker and the AI support allows you to pay attention to hear the tone of their voice to see if something changed in your client and they might be unhappy but don’t feel like they can share it with you. This is an amazing resource for you to really pay attention to the little things. What this is also a great resource for and I learned this from Angela who is the head of training. I don’t know the specific one right now on the top of my head she was talking about it at the secret supper in Vancouver where when you go big corporation and big clients there is you have a team underneath you. There’s a lot of things going on.
Yvonne Heimann [00:07:47]:
She cannot join every single meeting and.
Yvonne Heimann [00:07:51]:
Everything single call she has been added to. However she can if she’s invited to it. She can have her AI note take a run and get a rundown of what happened in this call and can support her team members accordingly based on the AI note taker. So I really loved how she is using this to be able to stay in the know without having to jump on an hour call with a team member and what happened and where and what and what’s going on. The AI notetaker just joins and you get the summary of it. Talk about summary. There is an ask AI on top of documents so you simple can use the summary button or you can engage with the document and have your general prompts and ask them what is happening in here too. I really like where ClickUp is taking.
Yvonne Heimann [00:08:49]:
AI and there is a lot coming and that’s it. ClickUp AI is seriously like having your own personal assistant in every single meeting. And the cool thing is you don’t have to split your attention between clients and note taking anymore. Not being able to pay attention to your team, you now can be fully present, catch those tiny little cues from your clients and your team and still have perfect meeting notes every single time. And this is just a tiny taste of what we talk about. In my free ClickUp webinars I literally show you all the stuff in real time. So if you want to join me and get all of your questions answered.
Yvonne Heimann [00:09:33]:
Check out the link below.
Yvonne Heimann [00:09:34]:
I’ll see you in one of my next webinars. And if this video helped you, make sure to hit that like button and subscribe for more ClickUp. Productivity and efficiency goodies coming your way. See you in the next video.
