Artificial intelligence (AI) tools transform small business meetings by automating tasks, improving documentation accuracy, and enhancing scheduling and coordination. Priced at just $15 per user, paid monthly, these tools provide actionable insights for better decision-making and progress tracking. They require a reliable internet connection and basic office equipment. Explore our listicle to find the best AI meeting assistant for your business.
1. MeetGeek
MeetGeek is an easy-to-use AI meeting assistant that takes notes, generates minutes, transcribes meeting recordings, and highlights tasks based on discussions. It offers HD video and audio to ensure crystal-clear communication even in remote settings. MeetGeek provides various virtual meeting tools, including video recording, screen sharing, and adjustable playback speeds, effectively documenting discussions and enhancing collaboration.
Create meeting highlights and share them with your team. (Source: MeetGeek)
In a small business or startup where people perform multiple roles, adding MeetGeek as an automation tool for recording and transcribing meetings helps save time and improve productivity. Thanks to its user-friendly interface, this platform is great for small teams with minimal technical know-how. Store all your meeting notes and access your recordings from Teams or Zoom in one centralized location with a searchable repository.
2. Fireflies
Fireflies is an AI-powered virtual meeting assistant that boosts productivity by providing a single, easily accessible source of meeting information. It excels in note-taking with its automatic transcription and summarization features. Use the AI Super Summary tool for personalized summaries and notes, and get an accurate meeting overview without needing the full transcript or recording.
Fred, Fireflies.ai’s meeting assistant, works with OpenAI’s GPT technology. (Source: Fireflies.ai)
One of Fireflies’ strengths is its seamless integration with video conferencing apps like Google Meet and Zoom and collaboration solutions like Slack and Notion. It centralizes information for better progress tracking, and teams can streamline communications by analyzing sales calls and syncing with CRM systems for automatic follow-up task creation. The custom topic tracker lets you monitor keywords across meetings for actionable insights.
3. Fathom
Fathom is an AI-powered virtual meeting assistant that simplifies the process of capturing key meeting insights, helping small businesses stay organized and focused on decision-making. Its real-time transcription provides accurate documentation of discussions, making it especially useful for people who use platforms like Google Meet, Zoom, and Microsoft Teams. Fathom’s highlight feature lets you mark moments during meetings for easy reference.
Fathom offers automated post-call data sync with CRM. (Source: Fathom)
This is one of the best AI assistants for meetings, thanks to its advanced recording and highlighting capabilities, which are helpful in focus groups and client meetings. It’s used by market and customer research teams to generate insights from surveys, reviews, and forums, and to track customer sentiment and feedback. The segmentation tools enable agencies to understand trends and compare responses across demographics.
4. Sembly
Sembly is one of the best AI tools for meetings because it can identify tasks, activities, and projects mentioned during online sessions. Generating smart notes with detailed summaries helps small businesses streamline their workflows. Users benefit from meeting attendance insights and use in-meeting voice commands to perform specific actions, enhancing overall productivity and organization.
Sembly integrates seamlessly with task management and video conferencing tools like Microsoft Teams, Zoom, and Google Meet.
Connect Sembly to your calendars, and record and analyze meetings using your mobile device. (Source: Apple Store)
Using Sembly, project management teams can track meeting agreements and assign them to each other with specific due dates. The tool automatically identifies and records decisions and issues discussed, including who is responsible and the deadlines mentioned. The workspace analytics dashboard provides a comprehensive overview of team activities, helping to monitor progress and pinpoint areas for improvement.
If you cannot attend a meeting, simply send the Sembly agent to the meeting and review the highlights and notes as soon as possible. This allows you to stay updated even in your absence.
5. Grain
Grain is a conversation intelligence software that uses an AI meeting assistant to analyze and extract insights from conversations, especially those related to sales and revenue generation.
The platform automatically records and transcribes sales calls in real time, using call analytics to spot trends and patterns across a conversation. Grain’s annotation and highlights can be used to coach and provide targeted feedback to colleagues, improving team productivity.
Share a meeting link with an AI-generated summary of your conversation. (Source: Grain)
This user-friendly platform is ideal for revenue teams because it includes automation tools like AI notes and a talk-listen ratio that calculates client engagement. Use the auto-record customer meeting option and automatically record meetings for easy sharing and embedding video clips.
Seamlessly integrating with popular CRMs like Salesforce and HubSpot, it matches meeting participants with client records and enhances data files based on AI-generated insights.
6. Otter
Otter is a top recommendation if you’re looking for an accurate and reliable AI meeting assistant because it uses advanced algorithms to analyze and interpret video recordings with precision. It features a built-in chatbot that provides instant answers about your meetings, minimizing miscommunication. Otter generates 30-second summaries, perfect for busy colleagues who need quick updates on key meeting points.
OtterPilot auto-joins Zoom, Google Meet, and Microsoft Teams meetings and takes notes. (Source: Otter.ai)
It’s useful for media teams and communication professionals, offering seamless automated real-time transcription for capturing and sharing stories. Content creators and marketing teams can rely on its precise transcripts of interviews and press conferences, while the mobile app provides added flexibility for those working remotely.
7. tl;dv
tl;dv is a versatile AI meeting assistant and one of the best AI tools for recording. It is known for its user-friendly interface and video tools like time-stamped notes and clips for recall and sharing. The software simplifies content creation by enabling users to create bite-sized clips from meetings for targeted information or visually appealing reels combining multiple clips. These recording tools boost team collaboration and ensure seamless knowledge transfer.
Turn interview notes into clickable timestamps that you and your colleagues can easily revisit. (Source: tldv.io)
Compared with other AI meeting assistants, tl;dv excels in recording and managing internal processes for small businesses, such as interviews and coaching. Screen candidates easily by using the interview repository, turning applicant interviews into easy-to-digest snippets with AI transcripts. It records and transcribes interviews on Google Meet, Microsoft Teams, and Zoom, converting these into digital highlights for quick viewing and feedback by hiring teams.
8. Zoom
Zoom’s AI companion generates meeting highlights, including agreements and next steps, composes emails, and summarizes chat messages. For instance, during a meeting on an advertising plan, the AI detects the topic and prompts the team with a scheduling button, streamlining follow-up actions and simplifying the planning process.
Zoom’s AI Companion can assist you in composing messages in Zoom Team Chat. (Source: Zoom)
Remote and hybrid teams will benefit from the Zoom AI Companion, as it delivers accurate meeting records and AI-driven insights that streamline decision-making and follow-through action. It minimizes the manual effort involved in managing and executing meeting agreements.
Zoom’s AI companion enhances brainstorming sessions by providing actionable suggestions and drafting post-meeting messages for better collaboration and idea development.
Zoom is one of our best video conferencing software, thanks to its user-friendly interface that can be used on a browser or app. It offers a free solo-user plan with essential virtual meeting features and provides enterprise-grade tools like SSO and up to 1,000 meeting participants for large-scale operations. Our comprehensive Zoom review outlines how Zoom can help you improve your communication stack and simplify communications.
5 Tips to Maximize AI Meeting Tools
Take advantage of AI meeting tools by leveraging features to transform your operations, enhance team collaboration, and improve overall productivity. Focus on setting clear objectives, providing thorough training, automating repetitive tasks, and regularly reviewing performance. Follow these actionable tips to drive greater efficiency and achieve project success.
- Define your goals: Set clear objectives for using an AI meeting tool, such as improving record accuracy or improving team communication. Establish KPIs to measure the tool’s tangible impact on your business operations.
- Check feature compatibility: Choose a tool compatible with your existing software, such as your CRM and project management solutions. Thoroughly review each provider’s list of features to ensure it has the tools you need, like automated meeting summaries, video recording, and sentiment analysis.
- Educate and train the team: Proper training is essential for your team to use AI meeting assistants fully. Before deployment, organize training sessions covering the tool’s interface and advanced features like transcription editing and custom reels. Foster ongoing learning by organizing periodic updates and training sessions to inform the team about new features.
- Automate routine tasks: Use the tool to automate repetitive tasks like scheduling, transcribing, and summarizing meetings, which saves time and reduces errors. Automating these processes ensures consistency of standards within your team and improves efficiency.
- Continuously review and optimize the system: Regularly assess how the tool is being used and review KPI results to gauge effectiveness. Collect feedback from users to identify challenges and areas for improvement. It’s important to constantly adjust tools and workflows to align them with your team’s evolving needs.
Frequently Asked Questions (FAQs)
If your team frequently holds virtual meetings and struggles with time-consuming tasks like note-taking, scheduling, and follow-up reminders, an AI meeting assistant is a definite must. However, sticking with your current solution might be sufficient if you use a video conferencing platform like Zoom, which already offers basic features like transcription and summaries.
No. Most leading AI meeting assistants are designed to easily integrate with popular tools like CRM, project management, and video conferencing apps. The setup process is typically straightforward, especially if integration plugins like the Zoom integration or Google Meet AI Notetaker by Fathom are available. Review the available integrations to ensure compatibility with your existing software.
AI meetings are secure and reputable providers, including those on this list, which use encryption and two-factor authentication to protect your data. Always check the security policies of the AI meeting assistant you’re considering to ensure they meet your business needs.
Bottom Line
Using an AI meeting assistant for your small business can boost productivity by streamlining tasks such as documentation and scheduling. It ensures important agreements are captured with follow-through actions, ensuring no details are overlooked. Leveraging AI simplifies your workflow and lets your team focus less on administrative tasks and more on facilitating business growth. Don’t get left behind—try an AI meeting assistant today.
