AI Meeting Assistants: My Top 6 Picks for 2025

AI meeting assistants have changed the way I do meetings. They automate the boring stuff like note taking, scheduling and follow ups so my workflow is so much smoother.

Whether you work in a fast paced business, manage a remote team or just looking for tools to boost your productivity the best AI meeting assistants can be a game changer.

In this post I’ll share the top AI meeting assistants, their features and help you decide which one is right for you. Trust me once you start using these tools you’ll wonder how you ever managed without them.

Quick Summary

  • AI meeting assistants save time by automating meeting related tasks like transcription and scheduling.
  • Otter.ai, Fireflies.ai and Zoom AI Companion are top of the line.
  • Choose the right one for your platform integrations, team size and budget.

What are AI Meeting Assistants?

Let’s get started. AI meeting assistants are software tools that automate the boring parts of running a meeting.

From transcribing conversations in real time to summarizing key points and creating action items, they’re meant to make your life easier.

The best part is they integrate with platforms like Zoom, Microsoft Teams and Google Meet so you don’t have to switch between tools.

Whether you’re leading a brainstorming session or catching up with a client these assistants will document everything for you.

For me they’ve been a lifesaver especially for keeping up with detailed notes and deadlines.

How do AI Meeting Assistants work?

AI meeting assistants are powered by some cool tech. Most of them use Natural Language Processing (NLP) to understand and analyze conversations while machine learning algorithms make them smarter over time.

They don’t just record your meetings they interpret them, picking out action items and decisions automatically.

What really matters is their integrations. For example they can sync with your Google Calendar to schedule meetings or connect with CRM systems like Salesforce to log client interactions.

It’s like having a personal assistant that never misses a detail.

What to Look For When Choosing an AI Meeting Assistan

If you’re wondering what makes one AI meeting assistant better than another here’s what I look for:

  • Transcription Accuracy: Real time transcription that doesn’t miss a word.
  • Actionable Insights: Tools that summarize discussions into clear action items.
  • Platform Integrations: Integrates with my favorite tools like Slack and Zoom.
  • Customization: Allows me to customize notes and summaries to my style.
  • Data Security: Has strong encryption to keep sensitive info safe.

These are the features that make the assistant not just a cool gadget but a productivity booster.

Pricing Overview

Here’s a quick breakdown of pricing for the top AI meeting assistants:

ToolFree PlanPaid Plan Starting AtKey Features in Paid Plan
Otter.aiYes$8/monthReal-time transcription, collaboration
Zoom AI CompanionNo$15/month (Zoom One)Meeting insights, action tracking
AvomaYes$15/monthPre-meeting prep, AI summaries, CRM integration
Notion AINo$10/monthSummaries, customizable note templates
Fireflies.aiYes$6/monthCRM integration, keyword search
Fathom AIFree Forever Plan$12/monthHighlighting, detailed summaries

Top AI Meeting Assistants

1. Otter.ai

otter ai meeting assistant

Otter.ai has become my favorite tool for meeting transcriptions. Real time transcription is super accurate even in fast paced conversations.

I love how it highlights keywords so I can quickly find the important parts without having to scroll through the entire transcript. It integrates with Zoom and Microsoft Teams so I can use it during virtual meetings.

Beyond transcription Otter.ai allows team members to collaborate on notes by adding comments, edits or tags. Perfect for group projects or brainstorming sessions.

It’s also affordable with plans that work for individuals and teams. While it doesn’t have advanced features like predictive scheduling it does what it’s meant to do exceptionally well: transcription and collaboration.

Pros:

  • Accurate transcriptions.
  • Easy-to-use interface.
  • Collaborative editing for teams.

Cons:

  • Limited advanced scheduling features.
  • Requires an internet connection for real-time transcription.

Pricing: Starts at $8/month for the Pro plan, which includes transcription and collaboration features. Teams can opt for the Business plan at $20/month for advanced analytics and integrations.

2. Zoom AI Companion

zoom ai companion

If you’re a Zoom user like me the Zoom AI Companion is a no brainer. It’s built into the Zoom platform so no setup hassle.

The AI Companion is great at generating action item summaries during meetings which has saved me hours of reviewing recordings.

It even highlights important moments in real time so post meeting follow ups are a breeze.

One thing I like is it has contextual understanding—it doesn’t just transcribe but also picks up on key points like decisions or deadlines.

The only downside is it’s limited to Zoom meetings. But if you already use Zoom regularly this tool is a no brainer.

Pros:

  • Fully integrated with Zoom.
  • Automatically tracks decisions and action items.
  • No additional app to install.

Cons:

  • Only available for Zoom users.
  • Limited transcription features outside the platform.

Pricing: Included with Zoom One business plans starting at $15/month per user.

6. Avoma

avoma ai meeting assistant

Avoma is a robust AI-powered meeting assistant designed to handle every aspect of meeting management, from preparation to follow-ups.

What sets Avoma apart is its all-in-one platform that combines automated transcription, meeting summaries, and collaborative note-taking with advanced tools for agenda creation and action tracking.

It integrates seamlessly with popular platforms like Zoom, Google Meet, and Microsoft Teams, making it versatile for various workflows.

One of my favorite features of Avoma is its pre-meeting preparation capabilities. You can create customizable meeting agendas, assign discussion points, and ensure every participant knows their role before the meeting even begins.

During the meeting, Avoma automatically transcribes conversations and highlights key moments like decisions and action items.

Post-meeting, it generates concise summaries and syncs action items to tools like Slack, Asana, or your CRM, keeping your team aligned.

Pros:

  • Comprehensive meeting management from pre-meeting prep to post-meeting follow-ups.
  • Integrates with multiple collaboration and CRM tools.
  • Offers detailed insights and analytics for improving meeting effectiveness.

Cons:

  • Higher pricing compared to some competitors.
  • Advanced features may require a learning curve for new users.

Pricing: Avoma offers a free plan with basic transcription and note-taking capabilities. Paid plans start at $15/user/month for advanced features like integrations, analytics, and AI-generated summaries.

4. Fireflies.ai

fireflies ai meeting assistant

Fireflies.ai is great for teams that need transcription and CRM integration. It transcribes meetings in multiple languages which is perfect for global teams like mine.

One feature I use all the time is the search function. I can find specific phrases or keywords in the transcript in seconds saving me hours of time.

What differentiates Fireflies.ai is its integration with platforms like Salesforce and HubSpot. I can log meeting notes directly into my CRM with no extra steps.

It’s great for sales teams or businesses that need follow ups. Occasionally it struggles with accents but it’s affordable and the features make up for it.

Pros:

  • Excellent CRM integrations (e.g., Salesforce, HubSpot).
  • Affordable pricing.
  • Reliable transcription in multiple languages.

Cons:

  • Struggles with complex accents occasionally.
  • Fewer advanced AI features compared to competitors.

Pricing: Free plan available for basic transcription. Paid plans start at $6/month for individuals and $12/month for teams.

5. Fathom AI

fathom ai

Fathom AI is focused on meeting highlights and summaries which is perfect when I don’t have time to review the entire transcript.

It automatically picks out the important moments like decisions or action items so I can stay on top of things without getting bogged down.

I also like how light weight and easy to use. While its integrations aren’t as extensive as some of the others Fathom AI does what it does exceptionally well.

For small teams or solo professionals like me it’s a way to stay organized and informed.

Pros:

  • Effortless meeting highlight generation.
  • Lightweight and easy to use.
  • Free plan available with essential features.

Cons:

  • Limited integrations with external platforms.
  • Doesn’t offer advanced team collaboration features.

Pricing: Free forever plan available. Paid plans start at $12/month for premium features.

6. Notion AI

notion ai meeting assistant

Notion AI is more than a meeting assistant it’s like a productivity Swiss Army knife. I use it to create custom meeting note templates that keep all my conversations organized.

It’s ability to summarize long conversations is a lifesaver especially when I need to brief my team on what happened in a meeting.

What I like most is the integration with Notion’s project management workflows. I can link my meeting notes to tasks, goals or deadlines.

But if you’re new to Notion it might feel overwhelming at first. But once you get the hang of it it’s an incredibly powerful tool for managing meetings and projects.

Pros:

  • Great for users already in the Notion ecosystem.
  • Highly customizable templates for meeting notes.
  • Integrates with project management workflows.

Cons:

  • Steep learning curve for new users.
  • Limited integrations with external platforms.

Pricing: Starts at $10/month, with a free trial available.

Use Cases for AI Meeting Assistants

AI meeting assistants are useful across industries and team workflows. Here are some examples:

1. Project Management

AI meeting assistants make project meetings more efficient by handling agendas, tasks and followups.

  • Before the Meeting: Create structured agendas with Avoma to outline topics and assign tasks.
  • During the Meeting: Auto capture notes and action items with Otter.ai or Fireflies.ai.
  • After the Meeting: Sync tasks and deadlines with project management tools like Asana or Trello.

Example: A project manager saves hours each week by using AI to track progress across multiple team meetings.

2. Sales and Client Meetings

Sales people use AI assistants to capture client interactions, track followups and update CRM tools effortlessly.

  • Before the Meeting: Generate prep docs summarizing the client’s history.
  • During the Meeting: Transcribe the conversation and flag key phrases like objections or product interests.
  • After the Meeting: Auto-sync meeting notes with CRMs like Salesforce or HubSpot for the next followup.

Example: A sales team using Fireflies.ai closes 15% more deals by never missing a followup action item.

3. Remote and Hybrid Work

AI meeting assistants help bridge the gap for remote and hybrid teams by improving communication and collaboration.

  • During Virtual Meetings: Provide live transcriptions and translations for multilingual or cross-border teams with Otter.ai.
  • Post-Meeting: Share notes and summaries with teammates in different time zones to stay on the same page.

Example: A remote team leader uses Zoom AI Companion to send meeting summaries to all team members no matter where they are.

4. Education and Training

Educators, trainers and students use AI meeting assistants to manage lectures, workshops and collaborative study sessions.

  • In Lectures: Auto transcribe and highlight key points with Otter.ai.
  • In Training Sessions: Capture questions, action items and resources for participants.
  • Post-Session: Share detailed notes and followup resources with attendees.

Example: A university professor sends transcribed lectures with highlighted key concepts to students with AI tools.

5. Executive and Leadership Meetings

Executives use AI meeting assistants to manage high level strategy meetings and capture key takeaways.

  • Before the Meeting: Create agendas with Avoma and align priorities.
  • During the Meeting: Auto track decisions and action items.
  • After the Meeting: Share summaries and integrate tasks into collaborative tools like Microsoft Teams.

Example: A CEO uses Avoma to make sure all strategic goals discussed in leadership meetings are tracked and implemented.

6. Customer Support and Onboarding

Customer success teams use AI meeting assistants to document onboarding sessions and customer feedback.

  • During Onboarding Calls: Capture FAQs and setup instructions for reference.
  • After Feedback Meetings: Summarize customer pain points and suggestions.
  • Follow-Up: Track open issues and next steps within CRM systems.

Example: A customer success manager saves 25% of onboarding time by using Fireflies.ai to capture customer needs.

AI meeting assistants are useful for industries that need precise documentation like law and compliance.

  • During Meetings: Transcribe legal discussions and flag key contractual terms.
  • Post-Meeting: Send detailed notes for regulatory compliance and record-keeping.
  • For Audits: Use search to find specific terms or clauses in transcripts.

Example: A legal team uses Fathom AI to create searchable transcripts of client conversations for quick access during contract reviews.

8. Human Resources

HR professionals use AI meeting assistants to manage interviews, performance reviews and team-building activities.

  • During Interviews: Transcribe candidate responses and summarize qualifications.
  • In Performance Reviews: Capture employee goals and link feedback to action items.
  • For Team Meetings: Support multiple languages for global teams.

Example: An HR manager saves 50% of interview recap time with transcription and summary from Fireflies.ai.

Why Use an AI Meeting Assistant?

For me the biggest benefit is the time it saves. It eliminates repetitive tasks, reduces human error and lets me focus on what really matters—making decisions and moving projects forward. Plus it’s great for collaboration especially when working with remote teams.

AI Meeting Assistant FAQs

What is the most accurate AI meeting assistant for transcription?

Tools like Otter.ai and Fireflies.ai are known for their transcription accuracy. Otter.ai performs exceptionally well in real-time transcription and speaker identification, making it ideal for meetings with multiple participants. Fireflies.ai, with its multilingual transcription and keyword search, is perfect for teams with diverse language needs.

Are AI meeting assistants secure?

Yes, most AI meeting assistants use encryption to protect your data. Tools like Avoma and Otter.ai adhere to privacy standards like GDPR and CCPA, ensuring your information remains confidential. Always review a tool’s security policies, especially for sensitive industries like healthcare or finance.

Can these tools integrate with CRM platforms?

Absolutely! Tools like Fireflies.ai and Avoma integrate seamlessly with popular CRMs such as Salesforce and HubSpot. This allows you to sync meeting notes, action items, and follow-ups directly into your sales or client workflows.

Do AI meeting assistants support multiple languages?

Yes, many tools, like Fireflies.ai, offer multilingual transcription capabilities. This is especially useful for global teams or meetings with participants speaking different languages. Check specific tools for supported languages before committing.

Are there free plans available?

Yes, tools like Otter.ai, Fireflies.ai, and Fathom AI offer free plans with basic features such as transcription and limited integrations. Paid plans unlock advanced functionalities like collaboration, analytics, and CRM integration.

brenda barron

Brenda Stokes Barron

Brenda Stokes Barron is a seasoned content strategist and writer, specializing in technology, marketing, and creative storytelling. With over a decade of experience, she has become a key figure in digital content creation, leveraging her skills to engage audiences and drive digital innovation. Brenda's work reflects a deep understanding of the digital landscape, marked by her ability to translate complex ideas into accessible and compelling content. Her dedication to excellence and a forward-thinking approach has made her a sought-after consultant for businesses looking to enhance their digital presence. Beyond her professional achievements, Brenda is committed to mentoring aspiring writers and contributing to online communities, sharing her insights and experiences to foster growth and creativity in the digital realm. Connect with her on LinkedIn to follow her journey.

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