AI meeting minutes: generate them, review them, share them

The meeting is over, but the key decisions still have to be found, the minutes written, the tasks assigned and the information sent to the right people.

That is usually where the tedious part begins.

You go back through your notes, check what was decided, work out who is doing what, sometimes replay a section, then tidy it all up before you can finally send the minutes.

With an AI note-taking tool, a large part of that work can be prepared automatically.

The tool records the meeting, transcribes it and generates a first set of minutes from what was said. You get the decisions, the actions, the owners and the deadlines mentioned during the conversation.

What is left is reviewing the document, correcting it where needed and, depending on the type of meeting, having it approved before you send it.

What are AI-generated meeting minutes?

At the end of a meeting, an AI note-taking tool can produce two different documents.

The transcript reproduces what was said, in order, with the different speakers.

It is mainly useful when you want to find a sentence, check a passage or go back to exactly what was said.

The minutes keep the information you need after the meeting: the topics covered, the decisions made, the tasks assigned and the deadlines announced.

This is usually the document you will review and then share.

Our users tell us about this difference between the two formats. A transcript "can be useful if you want to find something again, but it is not usable as it is".

The transcript takes you back to the conversation. The minutes turn it into a document you can use straight away.

Minutes, transcript, formal minutes, decision log: the differences

All of these documents come from a meeting, but they do not serve the same purpose.

Minutes cover the important exchanges of a working meeting.

A decision log goes further in the summary and mainly keeps the decisions made and the actions to be taken.

Formal minutes apply to more official meetings, such as a works council, a board meeting or a general assembly. Their structure is usually defined in advance and the document often has to be approved.

Our users clearly separate these formats. One of them talks about "the standard formal minutes" on one side and "the meeting summary option" on the other.

The document to generate therefore depends above all on the type of meeting and on the person who will read it.

How AI writes the minutes after the meeting

Once the meeting is over, the audio is turned into a transcript.

The AI then uses that transcript to prepare the minutes according to the structure you have chosen.

For a team meeting, you can bring out the decisions, the actions to complete, the owners and the deadlines.

For a sales meeting, the structure can instead cover the needs expressed, the points discussed and the next steps.

The minutes are then available in your workspace and can be sent out according to the settings you chose.

What our users are trying to do with their minutes

To understand which topics actually come up around meeting minutes, we analysed 1,753 conversations with Leexi users between January and June 2026, from demonstrations, customer calls and written exchanges.

Here are the topics we found most often.

These figures come from the analysis of 1,753 conversations with Leexi users between January and June 2026. They reflect the topics found in our own exchanges with our users and do not represent the market as a whole.

What comes out of these conversations is that the problem does not stop at generating the summary.

Our users talk to us just as much about what comes next: who to send the document to, how to review it, in what form to share it and how to get to the decisions and tasks quickly.

How long does it take to write minutes by hand?

Our users regularly tell us about the time spent after the meeting to produce the final document.

In a local authority, one manager explains that formal minutes can "take as long as the meeting" itself.

In a services company, a director mentions "20 to 30 minutes formatting the minutes, sending them to the various stakeholders".

In a care association, the secretary attends the board meeting and then has to go back through the recording to prepare the document.

Her director describes that step as having to "sit through a second meeting" and mentions "8 hours that serve no purpose".

The durations obviously vary from one meeting to another, but these accounts point to the same problem: once the meeting is over, there is still work to do before the conversation becomes a usable document.

Who has to approve the minutes before they are sent?

Our users also describe situations where the minutes cannot be sent immediately.

In a local authority, for example, the rule is that a lead is appointed for each meeting and that this person approves the minutes before they are circulated.

In the same conversation, his deputy admits that "in practice, that is not how it works".

The value of automatically generated minutes is that the lead starts from a first version to review, instead of writing everything from scratch.

What do good AI-generated meeting minutes look like?

Useful minutes let you find quickly what has to be remembered from the meeting.

Decisions, tasks and deadlines

Among the needs our users describe, one comes back regularly: knowing exactly what has to happen after the meeting.

A manager in a hospital puts it this way:

"a list of the actions, knowing who does what, who has to do what, who has to deliver what, whether there are any deliverables to write".

Minutes can therefore show:

• the decisions made;
• the actions to be taken;
• the person responsible;
• the deadlines announced during the meeting.

The point is not simply to summarise the conversation, but to let the people involved find the next steps quickly.

Using the minutes to write the follow-up email

Our users also tell us that the minutes often serve as the basis for other tasks.

After a sales meeting, for example, they can be used to prepare the email sent to the client.

One sales representative explains that the value is "grabbing from the minutes" the information needed to write the follow-up message.

The minutes then become a working basis for what comes next, rather than a simple archive.

What AI cannot put in the minutes

The minutes are generated from what was said during the meeting.

Information that was never spoken cannot be captured properly.

If a decision is made after the meeting in a private message, it will have to be added manually.

The same applies to information that is only implied or that was never clearly stated.

AI can organise what was said. It cannot invent what was not.

Reviewing and correcting AI-generated minutes

Generated minutes should be treated as a first version.

A review is still needed before you send them.

What to check before sending the minutes

One user tells us:

"in ten minutes, once the meeting is over, I read through the minutes Leexi produced and I can send them straight on".

The review can focus on four points.

The decisions

Check that the decisions in the minutes match what was actually decided.

The tasks

Each action should be assigned to the right person, and the deadlines should match what was announced.

Names and figures

A misspelt name, a wrong date or an incorrect amount stands out quickly in a document sent to several people.

Information that should not be circulated

Not everything said during a meeting belongs in the final document.

An internal remark or an amount still under discussion can be removed before sending.

Identifying who said what

Speaker identification appears in 9 % of the 1,753 conversations we analysed.

Our users point to minutes in which speakers appear under generic labels.

A manager in a local authority puts it this way:

"we should not have to rename them every time, speaker 1, speaker 2, we know it is Mr [name], we identified him".

The problem is particularly visible in in-person meetings, where several people can speak into the same microphone.

One director recalls that a trial with another tool was "not satisfactory at all", and wonders whether that came precisely from the people around the table not being identified.

In the practices our clients describe, two solutions come back: a round of introductions by name before starting, or using the attendance list to get the names right.

Correct the minutes, or change the template?

Not every error calls for the same correction.

A one-off mistake in a name can be corrected directly in the document.

But if your minutes are systematically too long, too short, or always leave out the same information, it is better to change the template used to generate them.

You then fix the problem once, instead of making the same change after every meeting.

One user sums up his tolerance level:

"there are small mistakes, but that makes sense, it is still a robot".

A hospital, on the other hand, tells us it stopped using a tool because the documents needed too much rework:

"I have seen minutes before, this really is not it, to the point where we do not use it".

The benefit disappears if the document has to be rewritten from end to end.

Getting the minutes approved before circulating them

Not every meeting calls for the same level of approval.

Some minutes can be shared straight away.

Others have to be read by a specific person before the participants can receive the document.

Preventing the minutes from going out before approval

A manager in a local authority explains that certain committees are recorded, but that the minutes must not be circulated immediately.

"before the minutes are approved, we do not want them circulated to the participants"

He then adds:

"we do not want Mr [name] to have them straight away, before we have read them properly and approved them".

In that case, the minutes can already be generated without being sent.

The person responsible reads them first, then decides when the document can go out.

Do all minutes have to be approved?

No.

The same user gives the example of internal meetings where this formal check is not needed:

"sometimes we have meetings where we do not need to check it".

The level of approval therefore depends on the context of the meeting and on the people who will receive the document.

Internal minutes shared between colleagues do not necessarily follow the same route as a document sent to a client, to a management team or to the members of a formal body.

Writing the formal minutes of a works council, a board or a general assembly

For these meetings, the structure of the document is often the same from one session to the next.

One user explains that the formal minutes are "passed on to the following meeting, where they are approved", or that they can be sent by email between two meetings to obtain approval.

Another adds:

"the session secretary writes the formal minutes. The structure is always the same, the topics change."

That repetition is exactly what makes a dedicated template worthwhile for this type of meeting.

The structure stays the same, while the content changes at each session.

The rules that apply to recording these meetings are covered in our pages on recording a management committee and recording a steering committee.

Telling participants that the meeting is being recorded

Participants have to be informed before the recording starts.

One of our users gives the sentence he uses:

"just so you know, I am recording the meeting so we can have minutes afterwards".

The rules that apply depending on the type of meeting are covered in our page on recording a business meeting and the GDPR.

Sending and filing the minutes after the meeting

Once the document is ready, it still has to reach the right place.

This is the topic that comes up most in the conversations we analysed.

39 % of the 1,753 conversations analysed with Leexi users mention sending the minutes.

Export questions appear in 17 % of them.

Avoiding copy and paste after every meeting

One director describes his current process.

Someone takes notes during the meeting.

Those notes then go "through an AI tool, Claude, Copilot".

The resulting minutes are then picked up again to be emailed to the people concerned.

AI is already in use, but several manual steps remain before the final document exists.

A tool connected directly to the meeting removes those intermediate steps.

Sending the minutes by email, as a PDF or into the CRM

Where the minutes go depends on what they are for.

For participants or for people who were absent, they can be sent by email.

For a client, some of our users prefer to send a separate document. One of them explains that he sends "the full minutes directly as a PDF".

For a sales meeting, the information can also be sent into the CRM.

One user describes the manual work this removes:

"when I get to the office I copy and paste into the CRM".

Leexi can send the information to HubSpot, Salesforce, Pipedrive and Dynamics.

How it works is covered in our page on filling in the CRM automatically after a meeting.

Deleting a recording and its minutes

Retention also comes up in these conversations.

One user asks what happens when "we no longer want Leexi to keep any trace of a call".

The rules on deletion and retention periods are set out in Leexi's data processing agreement.

Adapting the minutes to the type of meeting

A sales meeting, a team stand-up and a board meeting do not need the same document.

The template used to generate the minutes is what adapts the structure to each use.

What the template changes in the minutes

Our users tell us that the template settings can change the result significantly.

One of them describes minutes that were "hugely repetitive and of no use to me".

The problem there comes less from the transcript than from the instructions given to the AI to build the document.

If the template asks for too much detail, the minutes can become unnecessarily long.

If it asks for too little, important information may not appear.

What sections should minutes contain?

For a working meeting, you can include:

• the context;
• the decisions;
• the actions;
• the topics still open.

The level of detail then depends on the meeting.

For a weekly stand-up, a short document is enough.

For a board meeting, some of our users describe a far more detailed need.

One of them mentions "the full record of the debates, formal minutes that hold up, without losing information along the way".

The way the document is divided can change too.

One user finds it useful to have minutes "divided into chapters" so he can find a specific part of the meeting more easily.

Using a different template for each type of meeting

Our users also describe differences in quality when several people write the minutes in their own way.

One association director explains that, depending on who runs the meeting, the documents are "either too brief, or not brief enough, or reinterpreted".

Using the same template for the same type of meeting keeps the structure stable.

Sales meetings can always end on the next steps.

Team meetings can bring out the decisions and the actions.

Board meetings can keep a more detailed structure.

A template that is too detailed causes problems too

Adding more sections does not mean the AI will always be able to fill them.

The minutes depend on what was actually said during the meeting.

One consultant explains that a template asking for very detailed information about an engagement "will never fill itself in" if that information is never mentioned out loud.

The template therefore has to stay consistent with what the meeting actually covers.

Meetings that need more attention

Three situations come up in particular in the conversations we analysed: in-person meetings, long meetings and multilingual meetings.

Together they appear in 704 of the 1,753 conversations analysed with Leexi users.

Minutes for an in-person meeting

Our users also want to use AI note-taking when the participants are in the same room.

One agency explains that it is looking for a tool it can use "during video calls, and also for face-to-face meetings with our clients".

In a room, several people often speak into the same microphone.

Some of our users put a phone in the middle of the table. Others use the room's microphones.

Two points then matter in particular: audio quality and identifying who is speaking.

A round of introductions by name before starting helps to identify the different participants.

The topic is covered in our guide on AI note-taking during an in-person meeting.

Minutes for a meeting lasting several hours

Long meetings raise their own problems.

One user reported a whole morning coming back as only two minutes of minutes.

Another told us he lost the second part of a workshop after the lunch break.

In that kind of situation, it is better to create two separate recordings than to keep a single recording paused for a long stretch.

Minutes for a meeting held in several languages

Two languages can be involved: the one spoken during the meeting, and the one you want the minutes in.

One user explains that once the summary is generated, "you can ask for it to be translated into Spanish, into English".

Another user, on the contrary, received her minutes in English. After asking for a translation, she got a document that differed from the first one.

If you know in advance which language you want the minutes in, it is better to set it before the meeting.

The topic is covered in our guide on transcribing a multilingual meeting.

Frequently asked questions about AI meeting minutes

Do minutes written by AI carry the same weight as minutes written by hand?

Using AI to prepare the document does not remove the approval rules that already apply to your meeting.

If your organisation requires minutes to be reviewed before they are sent, that step is still needed.

For the formal minutes of a works council, a board or a general assembly, the process set out for writing and approval continues to apply.

Do participants have to be told that the meeting is being recorded?

Yes.

The people present have to be informed before the recording starts.

The exact rules then depend on the context of the meeting. They are covered in our guide on recording business meetings and the GDPR.

What happens if the meeting switches language?

The transcript follows what is spoken during the meeting.

The language of the minutes depends on the setting chosen for generating them.

If you know which language you want the document in, it is better to set it in advance.

Can you get minutes for a meeting held without video conferencing?

Yes.

The meeting can be recorded from a phone on the table or from the room's audio system.

The quality of the result then depends on the quality of the recorded sound and on identifying the different people speaking.

Who can see the minutes?

That depends on the access rights and sharing rules set for the meeting.

For meetings that require approval, the minutes can stay available only to the people responsible for checking them before they are circulated.

Can the minutes be sent straight into the CRM?

Yes, if the process has been set up that way.

It avoids retyping into the CRM information that was already given during the meeting.

When minutes contain an amount, an important deadline or information that will be passed on to the client, a review before sending is still worth the time. Try Leexi for free