Taking meeting notes manually is exhausting and you miss important details while frantically typing. Speech to text technology has revolutionized how we capture meeting conversations, turning spoken words into accurate written notes automatically. This comprehensive guide covers everything you need to know about converting speech to text for meeting notes in 2025.
What is Speech to Text for Meeting Notes?
Speech to text for meeting notes is technology that automatically converts spoken words during meetings into written text documents. Instead of manually typing notes, the system listens to conversations and generates accurate transcriptions with speaker identification, timestamps, and key topic summaries.
Benefits of Speech to Text Meeting Notes
- Focus completely on the conversation instead of typing notes
- Capture 100% of what is said without missing important details
- Automatically identify different speakers in the conversation
- Generate searchable transcripts for easy reference later
- Create automatic summaries and action items
- Share accurate meeting records with team members who could not attend
Best Speech to Text Tools for Meeting Notes
1. Otter.ai - Most Popular Choice
Otter.ai is the most widely used speech to text tool for meetings with excellent accuracy and real-time transcription capabilities.
Key Features:
- Real-time transcription with 85-95% accuracy
- Speaker identification for up to 10 people
- Integrates with Zoom, Google Meet, Microsoft Teams
- Automatic summary generation
- Free plan: 600 minutes per month
- Pro plan: $8.33/month for unlimited transcription
2. Fireflies.ai - Best for Team Collaboration
Fireflies.ai excels at team collaboration with advanced search capabilities and CRM integrations.
Key Features:
- AI-powered conversation analytics
- Advanced search across all meeting transcripts
- Integrates with 40+ apps including Salesforce, HubSpot
- Custom vocabulary for industry-specific terms
- Free plan: 800 minutes of storage
- Pro plan: $10/seat/month
3. Read.ai - Comprehensive Meeting Analytics
Read.ai provides detailed meeting analytics beyond just transcription, including engagement metrics and talk time analysis.
Key Features:
- Real-time meeting coaching and insights
- Engagement and participation metrics
- Automatic action item detection
- Meeting health scores and recommendations
- Free plan available with limited features
- Paid plans start at $15/month
4. Fathom - Simple and Privacy-Focused
Fathom offers straightforward speech to text with strong privacy controls and easy sharing.
Key Features:
- One-click recording and transcription
- Instant highlights and clip creation
- Privacy-first approach with data control
- Simple sharing with customizable access
- Completely free for unlimited use
How to Set Up Speech to Text for Different Platforms
Zoom Meetings
- Install your chosen speech to text app (Otter.ai, Fireflies.ai, etc.)
- Connect the app to your Zoom account through integrations
- Start your Zoom meeting as normal
- The AI bot will automatically join and begin transcribing
- Receive the transcript and summary via email after the meeting
Google Meet
- Use the built-in Google Meet captions for basic transcription
- Or invite an AI notetaker bot like Otter.ai to the meeting
- For better accuracy, use a dedicated tool like Fireflies.ai
- Chrome extensions like Otter.ai can also capture Google Meet audio
Microsoft Teams
- Enable built-in Teams transcription in meeting settings
- Or use third-party tools like Read.ai for enhanced features
- Some tools require admin approval for Teams integration
- Transcripts are automatically saved to your Teams chat
In-Person Meetings
- Use mobile apps like Otter.ai on your smartphone
- Place your device in the center of the meeting room
- Ensure good audio quality by minimizing background noise
- Test the setup before important meetings
Tips for Better Speech to Text Accuracy
Audio Quality Optimization
- Use a high-quality microphone or headset
- Minimize background noise and echo
- Ensure stable internet connection for cloud-based tools
- Test audio levels before starting the meeting
Speaking Best Practices
- Speak clearly and at a moderate pace
- Avoid talking over each other
- State your name when first speaking in large meetings
- Spell out unusual names, technical terms, or acronyms
Tool Configuration
- Add custom vocabulary for industry-specific terms
- Configure speaker profiles for regular team members
- Set up automatic sharing with relevant team members
- Enable real-time correction if available
Advanced Features to Look For
AI-Powered Analysis
- Automatic action item extraction
- Meeting sentiment analysis
- Key topic and theme identification
- Talk time and engagement metrics
Integration Capabilities
- CRM synchronization (Salesforce, HubSpot)
- Project management tool integration (Asana, Notion)
- Calendar and scheduling platform connections
- Slack and Microsoft Teams notifications
Search and Organization
- Full-text search across all meeting transcripts
- Tagging and categorization systems
- Date and participant-based filtering