How do you bake an automated meeting transcription?

In modern work environments, meetings often take a long time, and manually creating meeting notes or minutes can be tedious and time-consuming. Here comes the automatic meeting transcription In game — an efficient process made possible by specialized tools that take notes during the meeting, automatically transcribe the content and create summaries. But how exactly does that work? And how can you “bake” more efficient meetings with such tools?

After this blog post, you know exactly how automatic transcription works, what benefits it has for your company, and above all what well-known tools the market currently has to offer. After this blog post, you're ready for your first automatically generated AI transcription.

The ingredients for a meeting transcription

In order to automatically transcribe meetings, we need a number of specific ingredients that are tailored to the specific requirements of meetings:

1. Meeting recording: The most important starting point for a transcription is the audio or video recording of the meeting. In most cases, platforms that specialize in meeting transcription already offer integrated recording options.
2. Automatic voice recognition (ASR): Once the meeting is recorded, an ASR engine is used to convert speech to text. This technology recognizes spoken words and converts them into written form. Even if this happens after the meeting, the process remains automated and saves time.
3. AI-powered summaries: An additional advantage of many modern transcription solutions is that they not only create a literal transcript, but also the most important points and decisions about a AI-powered summary is converted. This reduces the need to manually review the entire transcript and take your own notes.
4. User-friendly interfaces for editing and exporting: Once the log is created, it should be easy to access and edit. User-friendly tools offer the option to edit the transcript to correct any errors and export it in various formats.

The recipe: Step by step to transcribing a meeting

Now that we know what ingredients are needed for a successful automated meeting transcription, let's go through the baking process:

Step 1: Choose the right tool
Before you can put a meeting into text form, you will of course need a suitable tool that records, notes and then summarizes the meeting. Popular options include Sally AI, Read.ai or Otter.ai. We recommend Sally as she makes it possible to copy the transcript with the click of a mouse in customized meeting notes Transform that focus on the most important information.

This is how it works: After the meeting, you receive the minutes and select the appropriate meeting type from various templates, such as a sales meeting, brainstorming session or team meeting. Sally then filters out the relevant facts according to the selected template and creates a concise summary with the key insights. For example, during a sales meeting, the customer's objections, next steps and decisions are particularly emphasized.

Step 2: Speech to text conversion in the background
After the meeting is complete, the ASR engine automatically converts the recording to text. This process runs completely in the background without users having to intervene. There's no need to upload or manually enter files into the system — the tool does it all.

Step 3: AI-powered summary
In addition to the literal transcription, the software analyses the meeting and summarizes the most important points, decisions and tasks in a brief overview. This feature saves a lot of time because you don't have to read through the entire transcript to get the most important information.

Step 4: Delivering Results
As soon as the transcript and summary are completed, you will receive the results “fresh out of the oven” directly via email or you can retrieve them yourself from the tool's platform. The entire transcription and delivery process is automatic, so you can access the minutes immediately after the meeting.

The benefits: efficiency gains and less manual work

One of the biggest strengths of these transcription tools lies in increasing efficiency. While traditional meetings often end with participants manually writing minutes or compiling notes afterwards, automatic meeting transcription completely eliminates this step. Key benefits include:

• saving time: Manual notes and logs are a thing of the past. The AI gets the job done while you can focus on the discussions.
• precision: The tool captures every spoken word so that nothing is forgotten. AI-based task recognition in transcription tools are now industry standards and thus ensure complete documentation.
• Collaborate across teams: The transcripts can be shared in real time and edited together later. This promotes transparency and improves team communication.
• Better traceability: Important information from meetings is always accessible and easy to search, making it easy to track tasks and decisions.

Challenges: Not every transcription is perfect

Although automatic transcription tools are very helpful, there are also some challenges that need to be addressed:

• Dialects and accents: Even with advanced ASR technology, difficulties can arise when multiple speakers have widely varying dialects or accents.
• background noises: In noisy environments or when several people speak at the same time, the quality of transcription may be affected. A quiet environment is therefore always an advantage.
• Technical jargon: Meetings that contain specific technical vocabulary or abbreviations can sometimes cause misunderstandings in the transcription. However, Sally, for example, offers the option of integrating dictionaries with special terms.

Conclusion: The perfect transcription aid for meetings

Die automatic transcription of meetings is a revolutionary solution to drastically reduce the amount of time spent documenting meetings. With full automation — from recording to delivery of the finished transcript — teams can increase productivity by focusing on content and decisions without having to worry about creating reports.

With modern transcription tools, meeting follow-up has never been easier. You will receive the transcripts quickly and automatically, without the need for additional work steps. This makes meeting transcription an integral part of a more efficient and productive way of working.