How I Use AI for Notetaking and Collaboration

Notetaking used to feel like a necessary evil: messy scribbles, forgotten ideas, and a lot of “Wait, what did we agree on again?” That all changed when I started combining Apple Voice Memo’s transcription features with AI-powered tools. Now, notetaking isn’t just efficient—it’s transformed the way I collaborate with clients and my team.

Here’s how I do it:

My Notetaking Workflow

1. Record with Apple Voice Memo.
   I use Apple Voice Memo to capture conversations in real time. The app provides a built-in transcript, which is incredibly convenient for turning spoken words into text without any extra steps.

2. Transcribe with Descript for Podcast Workflows.
   When working on our podcast, I use Descript to generate detailed transcripts from recordings. It’s seamless and produces a higher-quality transcript than some alternatives I’ve tried, like Otter.ai, which hasn’t been as reliable lately. Descript makes editing and repurposing podcast content a breeze.

3. Summarize and Organize with AI.
   Once I have the transcript, I copy it into AI tools like Claude or ChatGPT. I ask the AI to:

   • Summarize key points.

   • Identify action items with timelines.

   • Highlight any questions or unresolved issues.

4. Repurpose Content.
   For podcasts, I take the AI-generated summaries and use them to write show notes, blog posts, and even newsletters. This creates a consistent content flow without reinventing the wheel every time.

5. Client Follow-Up.
   After client meetings, I send a polished summary and action items shortly after the call. This step has been a game-changer. Providing clear, aligned notes ensures we’re on the same page—and gives the client a chance to clarify or expand on key points before we dive into the work.

Why This Works

The biggest benefit of this system? It creates alignment. In the past, I’d leave meetings with personal notes that reflected my perspective—but not necessarily the client’s. Sharing a detailed summary fosters collaboration and ensures we’re moving in the right direction from the start.

It’s also helped avoid costly missteps. Many times, clients have clarified points in my follow-up, steering us in the right direction before we start down a long and potentially misguided path.

What You’ll Need to Get Started

1. Recording and Transcription Tools.
   Apple Voice Memo works beautifully for meetings, especially with its built-in transcription feature. For podcasts or longer sessions, Descript is my go-to for detailed transcripts and audio editing.

2. AI Tools for Summarization.
   Tools like Claude and ChatGPT excel at turning transcripts into summaries and action plans. With the right prompts, they can create a professional, client-ready document in minutes.

3. A Simple Follow-Up Template.
   After each meeting, I send an email with:

   • A summary of key points.

   • Clear action items with deadlines.

   • Space for clients to add feedback or clarifications.

Results I’ve Seen

• Better Client Relationships. Clients appreciate the quick follow-up and clarity. It shows I value their time and am committed to staying aligned.

• Improved Teamwork. Summaries and action items ensure everyone is on the same page, reducing misunderstandings and wasted effort.

• Time Savings. I’ve cut down on post-meeting admin time, freeing me up for more strategic work.

Your Turn

If you’ve ever left a meeting feeling unsure about the next steps, I encourage you to try this system. Start with one meeting:

1. Record it.

2. Use AI to summarize and identify action items.

3. Send a follow-up to ensure alignment.

Final Thoughts: Notetaking doesn’t have to be a chore. With the right tools and a bit of AI magic, it can become a strategic advantage that strengthens your relationships and boosts productivity.

What’s your biggest challenge with notetaking? Share it in the comments or reach out—I’d love to hear your thoughts!