The Best AI Tools for Meetings: A Comprehensive Comparison

Make Meetings Smarter, Not Longer, with AI Tools

Meetings take time. And important information is still often lost. Who said anything? What was the decision? Who is doing what now? AI tools for meetings do just that work for you. They co-write, summarize and automatically recognize tasks.

There are lots of good tools on the market — but which one is right for you?

This article gives you a clear overview of the best tools. You will learn what is important and what each tool is particularly good at. So you can decide faster — and never have to write down again.

What Makes for a Good AI Tool for Meetings?

When choosing a tool, pay attention to these points:

• Transcription accuracy: Does the tool also recognize technical terms, different speakers and accents?
• Good summaries: Does it focus on the essentials? Are tasks and decisions clear?
• Task recognition: Does it automatically recognize to-dos? Are they assigned or exported?
• Multilingualism: Does it work in German, English, etc.? Does it also understand mixed meetings?
• Data protection: Where is data stored? Is it GDPR-compliant?
• Easy to use: Is the tool easy to start and understand?
• Value for money: Is there a free plan? Are the features worth the price?
• Integration: Does it work with Zoom, Meet, Teams? Are tasks transferred to Asana, Notion, or Slack?

The Best AI Tools for Meetings in Detail

Sally AI – The All-Rounder AI Tool for Meetings

Sally is a powerful tool from Europe with a focus on data protection, task tracking and team analysis.

Advantages:

• GDPR-compliant, EU server
• Automatically recognizes tasks, goals, and objections
• Integration with more than 5000 tools including Google Meet, Teams, Zoom, Slack, Asana, HubSpot, and more
• Good summaries in German, English and other languages
• Meeting analytics with speech content, filler words, and more
• On-site meetings (including app)
• Low price: starting at $10 (€8) per month

Disadvantages:

• More factual tone in the summary

Otter.ai – AI Tool with Real-Time Transcription in Meetings

Well-known US tool with good real-time transcription and convenient chat AI.

Advantages:

• Live transcription and subtitles
• Automatic summaries with task overview
• Chatbot: Ask questions about the meeting (e.g. “What did Anna say?”)
• Good app for traveling
• Solid free version (300 min/month)

Disadvantages:

• Optimized primarily in English
• Data is stored in the USA
• Less focus on task integration with tools like Asana

Fireflies.ai – AI Tool with Language Diversity in Meetings

An all-rounder with many features, a strong price-performance ratio and sentiment analysis.

Advantages:

• Recognizes 60+ languages, including automatic language recognition
• Transfer of tasks to Slack, Trello, CRM systems, etc.
• Sentiment evaluation: Was the meeting more positive or critical?
• Affordable: Pro version from 10€/month
• Lots of storage even in the free version

Disadvantages:

• US-Hosting despite GDPR statement
• No strong coaching or reporting module
• Users occasionally report connectivity issues

tl;dv – AI Tool for Clips and Highlights

AI tool ideal for small excerpts (clips) from the meeting.

Advantages:

• Can create clips or highlights from the meeting
• Over 30 languages supported
• AI coaching: How well do you moderate meetings?
• Data storage in the EU, GDPR-compliant

Disadvantages:

• Only 10 AI summaries/month on the Free plan
• Bot sometimes misses meetings in free mode
• Summaries in German are not as stylish as in English

Tucan.ai – Robust AI Tool for Meetings with High Data Protection Standards

A solid option with the highest privacy guidelines. For full control over the data.

Advantages:

• Hosting in Germany (Hetzner)
• Can also be used as an on-premise solution
• Special functions for legal, public and research-related areas
• Automated summaries with reference to sources
• Templates & analysis functions beyond documents

Disadvantages:

• No public free plan
• Operation more factual and technical
• No mobile app or real-time summary

Extras of Some AI Tools for Meetings That Help You in Everyday Life

Some tools offer these features on top:

• Automatically transfer tasks to your task tool
• Coaching: percentage of speech, filler words, question rate
• Reports across many meetings
• Follow-up reminders right after the appointment
• Meeting templates for different purposes

Conclusion: The Right AI Tool for Meetings Saves Time, Nerves and Forgotten Tasks

AI tools for meetings help you work in a more structured way. They automatically log, record decisions and remind you of pending issues.

The best tools differ primarily in terms of data protection, price, integration and additional features. If you have a lot of meetings, it's definitely worth taking a test. Almost all providers offer free versions or demos.

This allows you to quickly find out which tool is right for you. And never have to write notes again.