Blog Post

The Case for Automated Notes

Eddie Wang
May 1, 2023
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Automated note-taking systems allow users to quickly and easily capture information, freeing up more time for other tasks like strategy sessions, working sessions, and even wellness breaks.In this post, we will explore the case for automated notes, including the benefits and drawbacks.
Man taking notes on a notebook next to a laptop computer|

As technology continues to advance, so too does the way we take notes. Automated note-taking systems allow users to quickly and easily capture information, freeing up more time for other tasks like strategy sessions, working sessions, and even wellness breaks. In this post, we will explore the case for automated notes, including the benefits and drawbacks of using automated systems, and some examples of popular automated note-taking tools.

Benefits of Automated Notes

One of the primary benefits of automated notes is their speed and efficiency. Automated systems can capture information in real-time, without the need for manual input. This means that users can quickly capture notes during a meeting, lecture, or presentation without interrupting the flow of the conversation. Automated note-taking tools can also convert speech to text, making it easier to capture information accurately and quickly.

First generation tools simply captured the transcript of a meeting which is still a helpful tool that users could look back upon. Increasingly though, second generation tools like Xembly take things a step further by providing succinct meeting summaries that capture the important details alongside a transcript and video recording.Another benefit of automated notes is their organization/structure. Many automated note-taking tools have built-in systems that categorize and tag notes automatically by speakers or dates.

These types of systems can make it easier for users to find and retrieve specific pieces of information quickly as compared with handwritten notes or collections of Word or Google Docs. Automated note-taking tools can also reduce the risk of errors and omissions. With manual note-taking, it's easy to miss important information or make mistakes while writing. Automated tools eliminate this risk by capturing information accurately and completely. With a transcript, attendees can have the utmost assurance that they’re able to comprehensively review if need be. Yet most of the time, a succinct Summary with Action items will suffice.

Drawbacks of Automated Notes

While there are many benefits to using automated note-taking tools, there are also some drawbacks to consider. One of the primary concerns with automated systems is the potential for errors in transcription. Automated systems can struggle to recognize certain accents or dialects, which can lead to inaccuracies in the notes. Fortunately, continued advances in technology are making transcripts increasingly accurate with many services promising >99% accuracy. Another concern with automated systems is the lack of context.

Automated tools may capture information accurately, but they cannot provide the same level of insight or analysis that a human can. This means that users may miss important details or fail to fully understand the significance of certain pieces of information. Even if an automated tool is able to capture everything perfectly, it may not be able to directly relate this information within the context of a team’s overall OKRs or a new cross-departmental initiative that’s taking shape. In light of this, it’s important that humans be able to edit and provide context to automated notes. Xembly’s meeting notes, for instance, can always be accessed and edited before being shared via the Xembly Chrome Extension.

Finally, there is the issue of privacy. Automated note-taking tools may capture sensitive or confidential information, which could be a concern for some users. It's important to consider the privacy policies of any automated note-taking tools before using them and make sure that the tool in question is using industry best practices (e.g. see Xembly Security). Meeting organizers may also need to be mindful of certain situations where using an automated note taker may not be appropriate.

Automated note-taking tools offer many benefits, including speed, efficiency, and organization. While there are some concerns with using automated systems, such as the potential for errors in transcription and lack of context, the benefits often outweigh the drawbacks. As technology continues to advance, early adopters who learn to benefit from these advances in technology are well positioned to facilitate productive work cultures for their entire organization. To get started bringing the power of automated note taking to your team, get started at

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