Stop paying for Otter: use the transcription and AI notes already in Meet, Teams or Zoom

Below is the transcript of a {{meeting_type}} held on {{meeting_date}}. Attendees: {{attendees}}. Our team: {{our_team}}.

{{transcript}}

Produce:
1. **Decisions made** — one line each, with the transcript quote that shows the decision.
2. **Action items** — table: Action | Owner | Due date | Quote from transcript. Use only owners and dates actually stated. If an owner or date is missing or ambiguous, write "UNCLEAR" — do not guess.
3. **Open questions / parked items**.
4. **Risks or concerns raised** by anyone outside our team.
5. A follow-up email to {{recipient}} (max 150 words) summarising decisions and actions.
Transcripts contain recognition errors: if a name, number or product term looks wrong, flag it in a final "Check these" list rather than correcting it silently. Do not include anything said after someone asked to go off the record.

Here are the AI-generated notes from {{platform}} and the full transcript of the same meeting.

AI notes:
{{platform_notes}}

Transcript:
{{transcript}}

List: (1) action items or decisions in the transcript that the notes missed, (2) statements in the notes not supported by the transcript, (3) items attributed to the wrong person. Quote the transcript for each. End with a one-line verdict: are these notes reliable enough to send without edits?

Create a meeting-log entry for {{client_name}} from these approved notes:

{{approved_notes}}

Format exactly:
### {{meeting_date}} – {{meeting_title}}
**Attendees:** …
**Decisions:** bullet list
**Actions:** - [ ] Action — Owner — Due
**Next meeting:** date or "not set"
**Tags:** up to 5 keywords for search (products, projects, topics)
Use only information in the notes.

WHICH BUILT-IN FEATURE DO YOU ALREADY HAVE?  (checked 2026-10-13 — vendors change this often; confirm in your admin console)

GOOGLE MEET (Google Workspace)
  Transcripts (verbatim, saved as a Google Doc in the organizer's Drive "Google Meet" folder, linked to the Calendar event)
    Editions listed by Google: Business Standard, Business Plus, Enterprise Starter, Enterprise Standard, Enterprise Plus,
    Teaching and Learning Upgrade, Education Plus, Workspace Individual.
    → NOT listed: Business Starter.
  "Take notes for me" (Gemini AI summary + next steps, saved as a Doc in the organizer's Drive and attached to the event)
    Requires an eligible Workspace edition or Google AI plan; the ORGANIZER's edition must include it.
    Google's plan comparison shows Gemini in Meet in Business Standard and Plus, not in Business Starter.
    Spoken languages: English, French, German, Italian, Japanese, Korean, Portuguese, Spanish — one language per meeting.
    Who gets notes: host setting "Send notes to" (all invited guests incl. external / internal invitees / hosts only).

MICROSOFT TEAMS (Microsoft 365)
  Live transcription: participants are notified; transcript appears in the calendar event and the meeting chat's
    Recap tab, downloadable as .docx/.vtt; stored in the organizer's OneDrive. Availability depends on your license
    AND your admin's meeting policy → CHECK YOUR PLAN / ask IT if the Transcribe button is missing.
  Intelligent recap with AI-generated notes and tasks: a Teams Premium feature (per Microsoft's Teams Premium
    licensing page) and also part of the Microsoft 365 Copilot license (per Microsoft's Copilot-in-Teams support page).
  Copilot in Teams meetings: transcription must be on for Copilot to work during and after the meeting
    (organizer setting "During and after the meeting").

ZOOM WORKPLACE
  Meeting summaries and transcription (formerly branded "AI Companion"): Zoom's June 2026 blog says these remain
    "included with eligible paid plans" and are now simply named by what they do. → CHECK YOUR PLAN for eligibility.
  Free Basic accounts: limited AI meeting summaries (Zoom's page lists 3 hosted meetings/month) and 40-minute meetings.
  ZoomMate (agentic assistant, custom summary templates at scale, workflows) is a separate paid product.

NEITHER?  Record with the platform's own recording (with consent), download the transcript/captions file, and use the
  "Transcript → action items" prompt in Claude/ChatGPT/Gemini. That covers summaries, not live note-taking.

RECORDING & TRANSCRIPTION CONSENT CHECKLIST  (general information, not legal advice)

Know the rule that applies
[ ] US federal law (18 U.S.C. 2511(2)(d)) is ONE-party consent, but several states require ALL parties to consent —
    the Digital Media Law Project lists California, Connecticut, Florida, Illinois, Maryland, Massachusetts (bans
    secret recording), Montana, New Hampshire, Pennsylvania and Washington. With participants in several states,
    follow the strictest rule: get everyone's consent.
[ ] EU/UK: recordings and transcripts are personal data under GDPR/UK GDPR — you need a lawful basis, a clear notice
    (purpose, retention, who sees it) and must honour access/erasure requests. Employee monitoring rules may apply.
[ ] Other countries: check local law; when unsure, get explicit consent from everyone.

Before the meeting
[ ] Calendar invite says: "This meeting will be transcribed and AI-summarised for note-taking. Tell the organizer if
    you'd prefer not." — include it in your default invite template
[ ] External meetings: ask at the start, out loud, and note the answer in the agenda doc
[ ] Sensitive topics (HR, health, legal, M&A, performance reviews): DON'T transcribe by default

During
[ ] Platform indicators are on (Meet/Teams/Zoom all show participants that transcription/notes are running)
[ ] If anyone objects, stop transcription and take manual notes

After
[ ] Restrict who receives auto-generated notes (Meet: "Send notes to"; Teams: transcript download policy)
[ ] Review AI notes before forwarding — they can misattribute statements
[ ] Retention: set a deletion rule (e.g. delete raw transcripts after 90 days; keep the approved action-item summary)
[ ] Pasting transcripts into a separate AI assistant? Use a business plan whose data terms you've checked, and
    remove anything you wouldn't put in an email to that vendor