Core Differences at a Glance
| Aspect | Meeting Notes | Meeting Summary |
|---|---|---|
| Timing | Created during the meeting | Created after the meeting |
| Detail Level | Comprehensive and detailed | Condensed and brief |
| Format | Bullet points, chronological | Structured sections, highlights |
| Length | Multiple pages possible | Usually 1-2 paragraphs |
| Formality | Can be informal/personal | More polished for sharing |
| Primary Use | Reference and context | Quick updates and follow-ups |
What Are Meeting Notes?
Meeting notes are detailed documentation captured in real-time during a meeting. They serve as a comprehensive record of discussions, capturing the flow of conversation, specific points raised by participants, questions asked, and responses given.
The format of meeting notes can be highly personalized - whatever style helps you capture and recall information most effectively. They're typically less formal than official meeting minutes and can include personal observations, side notes, and reminders.
Meeting Notes Typically Include:
- • Discussion topics and talking points
- • Key arguments and perspectives shared
- • Questions raised and answers provided
- • Action items with assigned owners
- • Important deadlines mentioned
- • Context and background information
- • Personal observations and follow-up reminders
Best Use Cases for Meeting Notes
Personal Reference
When you need to recall specific details discussed or decisions made
Complex Projects
Tracking evolving requirements, technical details, and stakeholder feedback
Team Collaboration
Sharing context with colleagues who need full visibility into discussions
Training & Onboarding
Documenting processes and decisions for new team members
What Are Meeting Summaries?
A meeting summary is a concise document created after a meeting ends, designed to give stakeholders a quick way to understand what happened without reading a full transcript or attending the call. It distills the entire meeting into key highlights that matter most.
Meeting summaries are typically shared as follow-up emails, Slack messages, or brief documents. They focus on outcomes rather than process - what was decided, what needs to happen next, and who is responsible. The goal is to get someone up to speed in under two minutes.
Meeting Summaries Typically Include:
- • Meeting overview (date, participants, purpose)
- • Key decisions made
- • Action items with owners and deadlines
- • Unresolved questions or open items
- • Next steps and follow-up plans
Best Use Cases for Meeting Summaries
Executive Updates
Brief leadership on outcomes without requiring them to review full notes
Absent Stakeholders
Quickly inform those who couldn't attend about key takeaways
Email Follow-ups
Share decisions and action items with the broader team
Project Documentation
Create searchable records of key decisions and milestones
What About Meeting Minutes?
Meeting minutes are formal, official records typically required for board meetings, legal proceedings, or compliance requirements. Unlike notes or summaries, minutes serve as legal documents that prove what happened.
Notes
Informal, flexible, personal
Summaries
Concise, actionable, shareable
Minutes
Formal, detailed, official record
How AI Tools Handle Notes vs Summaries
Modern AI meeting tools like Fireflies, Otter, and Notta provide both notes and summaries automatically. They record your calls, transcribe the audio, and then use AI to generate both detailed notes and condensed summaries - giving you the best of both worlds.
AI-Generated Meeting Notes
- • Real-time transcription with speaker identification
- • Automatic organization by topic or speaker
- • Highlighting of key moments and decisions
- • Searchable text for finding specific discussions
- • Timestamped entries linked to recording
AI-Generated Meeting Summaries
- • Condensed overview generated after meeting ends
- • Automatic extraction of action items
- • Key decisions and outcomes highlighted
- • Customizable summary formats and lengths
- • Easy sharing via email or messaging apps
When to Use Notes vs Summaries
Use Meeting Notes When:
- • You need to recall exact details later
- • The discussion involves complex technical topics
- • You're tracking evolving requirements
- • Multiple perspectives need to be captured
- • You want personal reference material
- • Context and nuance matter for decisions
Use Meeting Summaries When:
- • Stakeholders need quick updates
- • You're sending follow-up emails
- • Time is limited for review
- • Focus is on outcomes, not process
- • You need accountability for action items
- • Absent colleagues need to catch up fast
Pro Tip: Use Both!
The most effective approach is using both notes and summaries together. Keep detailed notes for your personal reference and project archives, while sharing concise summaries with stakeholders who need quick updates. Modern AI tools generate both automatically, so you don't have to choose.
