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

The meeting is over, but there are still important decisions to find, minutes to write, tasks to assign, and information to send to the right people.

This is often when the most tedious part begins.

You have to go back through your notes, check what was decided, find out who has to do what, sometimes listen to a passage again, and then tidy everything up before you can finally send the minutes.

With an AI note-taking tool, much of this work can be prepared automatically.

The tool records the meeting, transcribes it, and generates a first draft of the minutes based on what was said. You can then retrieve the decisions, action items, owners, and deadlines mentioned during the discussion.

All that remains is to proofread the document, correct it if necessary, and, depending on the type of meeting, have it approved before sending 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 records what was said in order, including the different speakers.

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

The minutes contain the information to retain after the meeting: the topics discussed, decisions made, assigned tasks, and announced deadlines.

This is generally the document you will proofread and share.

Our users often point out the difference between these two formats. The transcript « can be useful if you want to find something, but it cannot be used directly ».

The transcript allows you to go back to the discussion. The minutes turn it into a document that can be used immediately.

Minutes, transcript, official record, decision log: what are the differences?

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

Minutes record the important discussions from a working meeting.

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

An official record concerns more formal meetings, such as a CSE, board meeting, or general meeting. Its structure is generally defined in advance, and the document often has to be approved.

Our users clearly distinguish between these formats. One of them refers to the « regular minutes » on one hand and the « summary option for this meeting » on the other.

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

How AI generates minutes after the meeting

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

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

For a team meeting, for example, you can highlight decisions, action items, owners, and deadlines.

For a sales meeting, the structure might instead include expressed needs, topics discussed, and next steps.

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

What our users want to do with their minutes

To understand the topics that actually come up around meeting minutes, we analyzed 1,753 exchanges with Leexi users between January and June 2026, from demos, onboarding sessions, and written discussions.

Here are the topics we encountered most often.

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

What emerges from these exchanges is that the problem does not end with generating the summary.

Our users also talk to us a lot about what comes next: who to send the document to, how to proofread it, in what format to share it, and how to quickly retrieve the decisions and tasks.

How long does it take to write minutes manually?

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

In a local authority, for example, a manager explains that official minutes can « take as long as the meeting » itself.

In a services company, a director refers to « 20 to 30 minutes formatting the minutes and sending them to the various stakeholders ».

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

Her director describes this step as having to « sit through a second meeting again » and speaks of « 8 hours that serve no purpose ».

The time required obviously varies depending on the meeting, but this feedback highlights the same problem: once the meeting is over, work still remains to turn the discussion into a usable document.

Who needs to approve the minutes before they are sent?

Our users also tell us about situations in which the minutes cannot be sent immediately.

In a local authority, for example, the rule is that an owner must be appointed for each meeting and approve the minutes before they are distributed.

In the same exchange, however, their deputy acknowledges that « in practice, it does not work that way ».

The value of automatically generated minutes is therefore to give the owner a first version to review, rather than asking them to write everything from scratch.

What do good AI-generated meeting minutes look like?

Useful minutes should make it possible to quickly find what needs to be remembered from the meeting.

Decisions, tasks, and deadlines

Among the needs our users regularly mention is the need to know precisely what has to be done after the meeting.

A manager at a hospital puts it this way:

« an outline of the actions, knowing who does what, who has to do what, who has to deliver what, and whether there are any deliverables to prepare ».

Minutes can therefore include, in particular:

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

The aim is not simply to summarize the conversation, but to enable the people concerned to quickly find the next steps.

Use 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 customer.

One salesperson explains that the benefit is « pulling the information needed to write the follow-up message out of the minutes ».

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

What AI cannot include in the minutes

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

Information that was never mentioned therefore cannot be accurately included.

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 was never clearly stated.

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

Proofreading and correcting AI-generated minutes

Generated minutes should be considered a first draft.

Proofreading is still necessary before sending them.

What should you check before sending the minutes?

One user explains:

« within ten minutes, once the meeting is over, I proofread the minutes prepared by Leexi and can then send them on ».

Proofreading can focus on four main points.

Decisions

Check that the decisions included in the minutes correspond to what was actually decided.

Tasks

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

Names and figures

A misspelled name, incorrect date, or wrong amount is quickly noticed in a document sent to several people.

Information that should not be distributed

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

An internal remark or an amount still under discussion may, for example, be removed before sending.

Identifying who said what

Identifying speakers appears in 9% of the 1,753 exchanges we analyzed.

Our users particularly mention the problem of minutes in which speakers appear under generic names.

A manager in a local authority explains it this way:

« we are not constantly switching between speaker 1 and speaker 2; we know it is Mr. [name], we identified him ».

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

One director, for example, says that a test with another tool was « not satisfactory at all » and wonders whether this was precisely because the people around the table had not been identified.

In the use cases reported by our customers, two solutions come up repeatedly: having each person introduce themselves by name before starting or using the participant list to correctly recover the names.

Correct the minutes or change the template?

Not all errors require the same correction.

An isolated mistake in a name can be corrected directly in the document.

But if your minutes are consistently too long, too short, or always omit the same information, it is better to modify the template used to generate them.

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

One user summarizes their level of tolerance as follows:

« there are a few small errors, but that is logical; it is still a robot ».

Conversely, a hospital explains that it stopped using a tool because the documents required too much reworking:

« I have already seen minutes that were really not right, to such an extent that we do not use it ».

The time savings inevitably disappear if the document has to be completely rewritten.

Having the minutes approved before distributing them

Not all meetings require the same level of approval.

Some can be shared quickly.

Others need to be reviewed by a specific person before participants can receive the document.

Preventing the minutes from being sent before approval

A manager in a local authority explains, for example, that some committees are recorded, but the minutes must not be distributed immediately.

« before approving the minutes, we do not want them distributed to the participants »

They then clarify:

« we do not want Mr. [name] to have them straight away, before we have properly reviewed and approved them ».

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

The responsible person reviews them first and then decides when the document can be distributed.

Do all minutes need to be approved?

No.

The same user gives the example of internal meetings for which this formal review is not necessary:

« sometimes we have meetings and do not need to check it ».

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

Internal minutes shared among colleagues do not necessarily follow the same process as a document sent to a customer, management, or members of an official body.

Writing the official record of a CSE, board meeting, or general meeting

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

One user explains, for example, that the official record « is sent to the next meeting, where it is approved », or that it can be emailed between meetings to obtain approval.

Another tells us:

« the meeting secretary writes the official record. The structure of the record is always the same; the topics change. »

This repetition makes it possible to create a meeting-minutes template adapted to this type of meeting.

The structure remains the same, while the content changes from one session to the next.

The rules concerning the recording of these meetings are detailed on our pages about recording a management committee meeting and recording a steering committee meeting.

Informing participants that the meeting is being recorded

Participants must be informed before recording begins.

One of our users gives the wording they use:

« please note, I am recording the meeting so that I can prepare minutes afterwards ».

The rules applicable depending on the type of meeting are detailed on our page dedicated to recording a professional meeting and the GDPR.

Sending and archiving the minutes after the meeting

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

This is the topic that comes up most often in the exchanges we analyzed.

39% of the 1,753 exchanges analyzed with Leexi users concern sending the minutes.

Export-related questions appear in 17% of exchanges.

Avoiding copy-and-paste after every meeting

One director describes their current process, for example.

Someone takes notes during the meeting.

These notes are then « run through an AI tool, Claude, Copilot ».

The resulting minutes are then edited before being emailed to the people concerned.

AI is already being used, but several steps are still required before obtaining the final document.

A tool like Leexi, which is directly connected to the meeting, helps reduce these intermediate steps.

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

The destination of the minutes depends on how they will be used.

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

For a customer, some of our users tell us they prefer to send a separate document. One of them explains that they send « the complete minutes directly as a PDF ».

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

One user describes very simply the manual work this avoids:

« when I get to the office, I copy and paste into the CRM ».

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

The process is explained in detail on our page about automatically updating the CRM after a meeting.

Deleting a recording and its minutes

The question of meeting retention also comes up in the discussions.

For example, one user asks what happens when « we no longer want Leexi to have a record of a call ».

The rules concerning deletion and retention periods are detailed in Leexi's data processing agreement.

Customizing the minutes according to the type of meeting

A sales meeting, team check-in, and board meeting do not require the same document.

The template used to generate the minutes can therefore adapt their structure to each use case.

What the template changes in the minutes

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

One of them refers, for example, to minutes that were « incredibly repetitive and of no use to me ».

The problem may therefore have less to do with the transcript than with the instructions given to the AI to build the document.

If the template requests too many details, the minutes may become unnecessarily long.

If it requests too few, some important information may not appear.

What sections should be included in meeting minutes?

For a working meeting, you might include:

• context;
• decisions;
• actions;
• topics still pending.

The level of detail then depends on the meeting.

For a weekly check-in, a short document may be enough.

For a board meeting, some of our users report needing a much more detailed document.

One of them refers to « comprehensive discussions, robust official records, with no loss of information along the way ».

The organization can also vary.

For example, one user finds it useful to have minutes « divided into chapters » so that a specific part of the meeting can be found more easily.

Use a different template for each type of meeting

Our users also point out differences in quality when several people write minutes in their own way.

An association director explains that, depending on the person leading the meeting, the documents are « either too concise, not concise enough, or reinterpreted ».

Using the same template for the same type of meeting helps maintain a more consistent structure.

Sales meetings can, for example, always include the next steps.

Team meetings can highlight decisions and actions.

Board meetings can retain a more detailed structure.

An overly detailed template can also cause problems

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

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

A consultant explains, for example, that a template requesting very detailed information about a service « will never populate » if that information is never discussed verbally.

The template must therefore remain consistent with the actual content of the meeting.

Meetings that require more attention

Three situations come up particularly often in the exchanges we analyzed: in-person meetings, long meetings, and multilingual meetings.

Together, they appear in 704 of the 1,753 exchanges analyzed with Leexi users.

Preparing minutes for an in-person meeting

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

For example, one agency explains that it is looking for a solution that can be used « during video conferences as well as in-person appointments with our clients ».

In person, several people often speak into the same microphone.

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

Two issues then come up in particular: audio quality and identifying the people who are speaking.

Having each participant introduce themselves by name before starting can help identify the different participants.

This topic is covered in detail in our guide to AI note-taking during an in-person meeting.

Preparing minutes for a meeting lasting several hours

Long meetings also pose specific problems.

For example, we received feedback from a user whose entire morning had been reduced to just two minutes of minutes.

Another user told us that they had lost the second part of a workshop after a lunch break.

In this type of situation, it is better to create two separate recordings rather than keep a single recording paused for a long period.

Preparing minutes for a meeting in several languages

Two languages may be involved: the language spoken during the meeting and the language in which you want to receive the minutes.

For example, one user explains that once the summary has been generated, « you can ask for it to be translated into Spanish or English ».

Conversely, one user told us that they had received their minutes in English. After requesting a translation, they obtained a document that differed from the first one.

If you know the desired language for the minutes in advance, it is therefore better to set it directly before the meeting.

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

Frequently asked questions about AI meeting minutes

Do AI-written minutes have the same value as manually written minutes?

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

If your organization requires minutes to be reviewed before being sent, this step remains necessary.

For the official record of a CSE, board meeting, or general meeting, the process established for drafting and approval also continues to apply.

Do participants need to be informed that the meeting is being recorded?

Yes.

Those present must be informed before recording begins.

The precise rules then depend on the context of the meeting. They are detailed in our guide on recording professional meetings and the GDPR.

What happens if the meeting changes language?

The transcript records what is said during the meeting.

The language of the minutes, however, depends on the setting selected for their generation.

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

Can minutes be prepared for a meeting without video conferencing?

Yes.

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

The quality of the result then depends in particular on the quality of the recorded sound and the identification of the different people speaking.

Who can see the minutes?

This depends on the permissions and sharing rules defined for the meeting.

For meetings requiring approval, the minutes can remain accessible only to the people responsible for reviewing them before distribution.

Can the minutes be sent directly to the CRM?

Yes, if the process has been configured that way.

This notably avoids manually copying into the CRM information that was already provided during the meeting.

When minutes contain an amount, an important deadline, or information that must be passed on to the customer, proofreading before sending still makes it possible to check that the information included is correct. Try Leexi for free