How to automate Zoom meeting notes and overcome its limitations

Automated note-taking technology is transforming how professionals capture and utilize information from virtual meetings. As remote work continues to normalize, the ability to automatically generate accurate meeting notes addresses a crucial pain point for busy professionals who struggle to participate actively while documenting key takeaways. Understanding the capabilities and limitations of tools like Zoom’s AI Companion—and alternatives like ClickUp—is essential for teams looking to improve their virtual meeting documentation process without sacrificing engagement.

5 Steps to Automate Zoom Meeting Notes

1. Enable AI Companion access

• Navigate to your Zoom profile settings by clicking your profile picture.
• Go to Settings > AI Companion and toggle the feature on.
• Ensure you have the necessary permissions to use this feature on your account.

2. Configure meeting summary and notes preferences

• Within AI Companion settings, specifically activate Meeting Summary or Meeting Notes options.
• Set up auto-start functionality for recurring meetings if you want consistent documentation.
• Customize your note preferences based on your documentation needs.

3. Start your Zoom meeting with AI Companion active

• Launch your meeting following standard procedures.
• Make sure you’re using the latest version of Zoom for full AI Companion functionality.
• Locate and click the AI Companion button in the meeting toolbar to activate the feature.

4. Access and review notes during or after meetings

• View notes as they’re generated in real-time during the meeting.
• Alternatively, find your meeting notes via email, the Zoom web portal, Recorded Meetings section, or Previous Meetings tab.
• Use these multiple access points to ensure you can retrieve notes when needed.

5. Edit and distribute final notes

• Open the AI-generated notes after your meeting concludes.
• Make any necessary edits or additions to ensure accuracy and completeness.
• Share the finalized notes directly through Zoom or export them to your preferred platform.

Key Limitations of Zoom’s Note-Taking Capabilities

Format restrictions: Zoom’s native note-taking features only support plain text, preventing the inclusion of visual elements like tables, images, or code blocks.

Limited accessibility: Notes cannot be accessed offline and may be automatically deleted after 30-180 days depending on your plan.

Collaboration constraints: The platform offers minimal collaborative editing functionality compared to dedicated note-taking tools.

Integration gaps: Zoom lacks direct integration with task management systems, creating friction in workflow automation.

ClickUp as a Comprehensive Alternative

Enhanced documentation tools: ClickUp provides an AI Notetaker feature that not only transcribes but also organizes meeting content with rich formatting options through ClickUp Docs.

Collaborative capabilities: The platform enables real-time collaboration on meeting notes, allowing team members to contribute simultaneously.

Task automation: ClickUp can automatically generate actionable tasks directly from meeting notes, streamlining the follow-up process.

Storage flexibility: Unlike Zoom’s time-limited storage, ClickUp offers unlimited note storage for long-term knowledge management.

Ecosystem integration: The platform connects with multiple productivity tools, creating a more cohesive workflow environment.