How to choose the best transcription tool for your meetings?

Every meeting matters, and it’s no longer acceptable to let a single word slip away. Automatic transcription has become the secret weapon of companies that want to boost efficiency and streamline collaboration—whether your teams are in the same room or spread across the globe. But with the multitude of note takers and note-taking tools available, how do you choose the one that truly makes a difference? Here are 6 essential criteria to guide your decision, plus an introduction to Leexi, the breakout solution of 2025 that turns meetings into true productivity drivers.

1. Transcription Accuracy

The quality of the transcription is critical to ensure reliable meeting records. A solid automatic note-taking tool must capture speech with high fidelity—even when multiple speakers are talking at once or the sound environment is challenging, such as background noise or varied accents. The ability to handle technical terms or industry-specific jargon is also a key factor.

Thanks to advanced AI algorithms trained on countless real-life contexts, some solutions manage not only to capture words but also the overall meaning of discussions. This accuracy makes reviews and actionable use of meeting notes much easier.

2. Multilingual Support

In today’s globalized business environment, meetings often bring together participants speaking several languages—sometimes within the same session. A note taker without multilingual capabilities severely limits its usefulness. If the tool doesn’t automatically detect languages, or can only transcribe in one, important parts of the conversation risk being mistranscribed or missed entirely.

This leads to incomplete meeting notes, misunderstandings, and often forces teams into tedious manual reviews. By contrast, a strong multilingual solution automatically detects the spoken language—even when it switches multiple times in a meeting—and ensures faithful transcription in each language. This promotes better understanding, sharing, and collaboration across international teams without losing information or hitting language barriers.

3. Smart Features

A plain transcript is no longer enough to fully leverage the richness of meeting conversations. Smart features bring a qualitative leap by transforming words into actionable insights. For instance, automatic summaries allow participants to quickly grasp key points and decisions without reading the entire transcription.

Automatic detection of tasks, decisions, or follow-ups makes post-meeting tracking and work organization easier. Speaker identification clarifies who said what, which is crucial for accountability. Segmentation into chapters makes navigation smooth, and a built-in search engine lets you instantly retrieve any topic discussed.

Some advanced solutions, like Leexi, integrate all these features, turning automatic note-taking into a true decision-making and productivity tool. With Ask Leexi, an AI assistant, you can even ask natural language questions about your meetings (“Who approved the budget?” “What are the next steps?”) and get instant answers based on all your exchanges. A new, faster, and smarter way to interact with your data.

4. Usability and Ease of Use

For a tool to be quickly adopted, its interface must be intuitive, clear, and easy to handle—even for those less comfortable with digital tools. Accessing transcriptions should be straightforward, and the solution must integrate seamlessly with popular video conferencing platforms like Google Meet, Zoom, or Microsoft Teams. This smoothness guarantees a great user experience and reduces friction.

5. GDPR Compliance and Security

Data security and confidentiality are at the core of the trust your employees and clients place in your company. Transcribing meetings often involves handling sensitive information: business strategies, personal data, confidential discussions. If this data is hosted outside Europe, particularly in countries with looser regulations, your organization is exposed to major risks.

Choosing a GDPR-compliant note taker hosted in Europe ensures secure and transparent data processing. This means better control, guaranteed legal compliance, and complete peace of mind for users—both technically and legally.

6. Leexi: The Solution That Brings It All Together

If you don’t want to overthink every single criterion, here’s the solution that checks all the boxes: Leexi, the intelligent note taker built for demanding professionals.

It offers:

• Ultra-precise transcription, even in complex environments (noise, accents, multiple speakers)
• Multilingual note-taking with automatic language detection
• Smart features like automatic summaries, task and decision detection, and chapter segmentation
• Full GDPR compliance, with 100% European hosting and ISO 27001 certification, ensuring top-level data security and confidentiality
• An intuitive interface, fully compatible with your video conferencing tools
• Human, Europe-based customer support
• Ask Leexi, a conversational AI assistant that lets you retrieve any information effortlessly. For example: “What objections did the client raise?”, “What solution did Pierre propose?”, or “Which KPIs were mentioned?”. No more endless rereading or manual searching—everything is accessible with a single question.

With Leexi, you get a complete, reliable, and easy-to-use solution that turns your meetings into true productivity boosters.

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Conclusion

Choosing the right note taker for your meetings isn’t just about finding an automatic transcription tool. It’s about selecting a solution that ensures accuracy, multilingual adaptability, advanced features, usability, and rock-solid data security.

Leexi brings all these essential criteria together, offering much more than simple note-taking: it’s a true partner for optimizing collaboration, decision-making, and your team’s productivity.