As the world becomes increasingly digitised, artificial intelligence (AI) is permeating every aspect of our lives, including the corporate world. One specific area where AI is making inroads is minute taking, a task traditionally handled by skilled professionals.
However, this begs the question: Can AI genuinely replace the human touch in capturing the essence of a meeting?
Update: September 2026
This article was originally published in July 2023, when AI transcription and meeting tools were at a much earlier stage of development. Since then, their capabilities have advanced considerably, including transcription, summarisation, speaker identification, and identifying actions and decisions.
My view has developed alongside the technology. AI can now be a useful tool within the minute-taking process, but using AI to support the work is not the same as replacing professional minute-taking. Producing an appropriate formal record still requires judgement about what is material, the context in which points were made, the questions and challenges that should be retained, and exactly what was decided or agreed.
At Corporate Assist, technology can support the minute-taking process, but the final minutes are prepared and reviewed using professional judgement, checked against the meeting record, and supported by relevant information. This is particularly important for Board, committee, regulated and sensitive meetings where accuracy, balance, context and confidentiality matter.
The original article below has been retained to reflect the position and technology at the time it was written.
Can AI replace a professional minute taker?
With the ongoing discussion around the AI Act currently under scrutiny at the European Union, the use of AI has been brought into even sharper focus. These ongoing developments underscore the importance of scrutinising the use of AI in tasks such as minute taking – traditionally a specialist human-delivered skill.
While AI offers the allure of efficiency and speed, the nuances of minute taking – understanding the context, capturing the tone, and ensuring accuracy – are areas where human professionals excel.
In the UK, companies like Corporate Assist provide experienced and impartial minute taking services which not only record the proceedings but also understand the compliance requirements, including those outlined in The Companies Act 2006.
So, given these developments, let’s delve into an in-depth comparison between AI and professional minute takers, weighing the pros and cons, and, ultimately, highlighting the irreplaceable value of human expertise.
Understanding minute taking
Minute taking is an art, a specialist skill that requires precision, attention to detail, and a deep understanding of the context.
It is the process of recording the key points of a meeting, including the decisions made and actions agreed upon. These minutes serve as an official record, providing a clear and concise summary of the meeting's proceedings for those who were present and those who were not.
The importance of minute taking in business meetings cannot be overstated. Minutes provide a historical record of decisions, actions, and attendees, serving as a reference point for future discussions. They ensure accountability, transparency, and efficiency, enabling organisations to keep track of their progress and maintain a clear direction.
A professional minute taker brings expertise and impartiality to the task, ensuring the minutes are accurate, comprehensive, and unbiased. They can distil complex discussions into clear, concise points, capturing the essence of the meeting without losing any critical details.
It’s a service we offer here, at Corporate Assist, to businesses, charities, regulatory bodies, and community groups. Our service includes everything from briefing and preparation to the efficient turnaround of draft minutes and coordination of amendments.
The AI approach to minute taking
Artificial Intelligence (AI) has made its way into the realm of minute taking, with tools like Otter.ai leading the charge. It’s an AI-powered tool that transcribes speech in real-time, effectively turning spoken words into written text. It offers features such as automatic transcription, speaker identification, and keyword extraction, making it a handy tool for capturing the basic content of a meeting.
However, while AI tools like Otter.ai can transcribe words, they cannot understand the context in which those words are used. They can't discern the tone of a conversation, pick up on subtle nuances, or interpret complex technical language. This can often lead to inaccuracies in the transcription, particularly when dealing with industry-specific jargon or complex discussions.
Moreover, AI tools can't ask clarifying questions or seek additional information to ensure the accuracy of the minutes. They simply transcribe what they hear without understanding the underlying meaning or significance.
This can result in:
Minutes lacking depth, with the underlying meaning of discussions often lost.
Missing vital nuances or subtleties in the conversation.
Having critical points in the meeting misrepresented.
Overlooking key points through a lack of clarification.
Lastly, and perhaps most crucially, AI tools including Otter.ai are as yet unable to identify specific action items and owners. Since actions often arise in general discussion during the course of a meeting, automated tools are unable to detect these subtle talking points, nor assign them to the desired designated individuals.
Accurately identifying decisions and agreed actions is an important part of producing useful minutes. Where responsibility for an action is agreed during the meeting, this should also be recorded clearly.
The human approach to minute taking
In contrast to AI, a human minute taker brings a wealth of benefits that stem from their ability to understand, interpret, and articulate the context of a meeting.
They are adept at handling technical language, ensuring that industry-specific jargon is accurately captured and represented in the minutes. They can also discern the tone and nuances of a conversation, allowing them to capture not just the words, but the intent behind them.
A professional minute taker also has the ability to ask clarifying questions during the meeting, ensuring that any ambiguities are resolved and accurately reflected in the minutes. This level of understanding and interpretation ensures the accuracy of the minutes, providing a true reflection of the meeting's proceedings.
Lastly, as highlighted above, a professional minute taker is also skilled at identifying and recording action items and decisions, a critical aspect of minute taking that AI tools currently lack.
At Corporate Assist, we pride ourselves on providing such professional minute taking services. With our skill and experience, you can trust you will receive accurate, comprehensive, and confidential minutes for every meeting.
Confidentiality and information storage
In the digital age, confidentiality and secure information storage are paramount. AI tools, while efficient, pose potential risks in these areas.
The use of AI tools for meetings can raise important data protection, confidentiality and information security considerations. Organisations need to understand what information is being processed, where and for how long it is stored, who may have access to it and how the provider uses meeting data.
These considerations are particularly important where meetings involve confidential, commercially sensitive or personal information.
In contrast, Corporate Assist treats the confidentiality and security of meeting information as an important part of the minute-taking process. Meeting records and supporting information are handled in accordance with our agreed working arrangements and appropriate data protection and security measures.
Whatever tools are used to support the minute-taking process, confidentiality, data protection and appropriate handling of meeting information remain important considerations.
Choose the unmatched value of a professional minute taker
In the face of advancing technology, the role of a professional minute taker remains irreplaceable.
While AI tools offer speed and convenience, they fall short in understanding the context, handling technical language, and ensuring the accuracy of minutes. Moreover, they pose potential risks in terms of confidentiality and secure information storage.
On the other hand, a human minute taker brings a depth of understanding, accuracy, and contextual interpretation that AI cannot replicate. They handle technical language with ease, ask clarifying questions, and ensure the minutes truly reflect the proceedings of the meeting.
Furthermore, they prioritise the confidentiality of your information, employing stringent data protection measures.
As we navigate the digital age, I firmly believe in the unique value that a professional minute taker brings to the table.
At Corporate Assist, we provide experienced, independent minute-taking support tailored to the meeting, organisation and level of detail required. If you value accuracy, confidentiality, and a human touch, I invite you to contact us and experience the difference a professional minute taker can make.
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