Taking notes has become more than just jotting down key points or recording meeting minutes. Thanks to advances in artificial intelligence, AI notetaker apps are transforming how teams capture, organize, and act on meeting discussions. These tools don’t just listen; they understand, summarize, and even identify next steps for your team.
Whether you’re an executive managing multiple projects, a sales team handling client calls, or an IT provider working through technical discussions, the right AI notetaker can save valuable time and ensure nothing falls through the cracks.
Below, we explore the top AI notetaker apps you should consider in 2026, each offering unique features designed to make your meetings smarter, faster, and more productive.
What to Look for in an AI Notetaker
Before choosing a tool, it’s important to know what makes a great AI notetaker. Here are a few key things to look for:
Accuracy and Speaker Detection: The app should capture speech reliably and identify who’s speaking.
Smart Summarization: Look for tools that don’t just transcribe but also highlight action items, decisions, and insights.
Integrations: The best tools connect with platforms like Microsoft Teams, Zoom, Slack, or your CRM system.
Security and Privacy: Meeting notes often include sensitive information. Ensure the app complies with your organization’s data standards.
Ease of Use: Whether it uses a meeting bot or runs quietly in the background, it should fit naturally into your workflow.
For IT professionals and business leaders alike, these features can transform how you manage projects, handle client communication, and maintain records for compliance and transparency.
Top AI Notetaker Apps to Explore in 2026
1. Otter.ai
Why it stands out: Otter is one of the most established AI notetakers, offering real-time transcription, speaker labeling, and intelligent summaries.
Best for: Teams that have frequent client calls, training sessions, or internal meetings.
Key features:
Live transcription and real-time captions
Automated summaries and action items
“AI Chat” to ask questions about past meetings
Things to consider: Premium plans may be necessary for larger teams or longer meetings.
2. Fireflies.ai
Why it stands out: Fireflies combines accurate transcription with advanced search and collaboration capabilities, making it easy to revisit key moments from your meetings.
Best for: Teams that handle recurring meetings and want searchable archives.
Key features:
Integrations with popular video conferencing tools
Searchable transcripts and conversation insights
Ability to tag teammates and add comments
Things to consider: Some advanced AI analysis features may require a higher-tier subscription.
3. Sybill
Why it stands out: Sybill takes note-taking to the next level by understanding not just words but intent, making it perfect for sales and client-facing professionals.
Best for: Teams that want follow-ups and CRM entries automatically generated from meetings.
Key features:
AI summaries with follow-up suggestions
Integration with CRM platforms
Emotion and intent tracking
Things to consider: May include more features than smaller or internal teams need.
4. Jamie (AI Note-Taker)
Why it stands out: Jamie offers a bot-free experience, meaning you can record and summarize meetings without inviting an external participant into your call.
Best for: Organizations that prioritize privacy or work with clients uncomfortable with meeting bots.
Key features:
Multilingual support
Works across Zoom, Teams, and Google Meet
Quick summaries and action item extraction
Things to consider: Fewer integrations compared to some enterprise-focused competitors.
5. Granola
Why it stands out: Granola is lightweight and straightforward, making it ideal for teams just getting started with AI note-taking.
Best for: Smaller teams or those looking for a simple, affordable solution.
Key features:
Clean interface
Summaries and searchable transcripts
Focus on productivity without complexity
Things to consider: May lack advanced integrations or analytics tools found in higher-end options.
How to Choose the Right AI Notetaker for Your Business
When deciding which tool is best for your team, consider the following:
Use Case: Are you capturing client meetings, project updates, or internal training sessions?
Integrations: Make sure the tool connects with your existing platforms like Teams, Outlook, or Slack.
Volume: Consider how many meetings your team has each week and choose a plan that fits your needs.
Security Requirements: Review each provider’s privacy policy and data encryption standards.
Trial Periods: Take advantage of free trials to test usability and accuracy.
AI notetakers can dramatically reduce the time spent on manual note-taking and follow-ups, but only if the tool fits your workflow.
Why This Matters for Businesses and IT Teams
At RCS Professional Services, we work with organizations every day, with managed IT services, that are looking to do more with less: less time spent on manual tasks, fewer missed details, and fewer productivity gaps between meetings.
AI notetakers help bridge that gap. They allow teams to focus on collaboration and action instead of transcription, making them a powerful addition to your 2026 IT toolkit.
By incorporating these tools into your workflow, you can improve meeting efficiency, knowledge sharing, and overall communication, all critical components of a modern, technology-driven business.
