Otter.ai is like that friend who never forgets a single word. It records, writes, and organizes your meetings or lectures while you just sit back. In this article, I’ll break down how it works, uses, and my honest review
What is Otter.ai? My Real-World Take
Let’s be honest: note-taking during meetings is a pain. You’re trying to listen, chime in, and somehow also capture every key point. That’s why I use Otter.ai. It’s my AI notetaker that quietly sits in the background, records the conversation, transcribes it live, tags who’s speaking, and then hands me a clean summary with action items. No drama, no extra tabs, no “who said what?” afterward.
This isn’t a sales pitch just my workflow, what actually works, and what still annoys me.
How Otter.ai Works (in simple terms)
1) Live transcript that self-corrects
Otter listens to the conversation either from the meeting tool, your mic, or an uploaded file—and spits out text in real time. As more context comes in, the words refine. You literally watch the transcript get sharper while people talk.
2) Speaker separation
It segments the conversation by speaker. I label voices once (“Riya,” “Aman,” “Me”), and next time Otter recognizes them faster. This matters when you’re trying to trace decisions back to the right person.
3) AI summaries, highlights, and action items
After a call, I get a digest: key points, decisions, and to-dos. I can also highlight lines during the call and turn them into tasks later. That’s the difference between having “notes” and having “usable notes.”
4) Searchable meeting memory
All transcripts are searchable by keyword, name, or phrase. Need that exact line the client used in week three? I just search two words and jump to the timestamp.
5) Calendar-aware assistant (optional)
If I connect my calendar, Otter preps note pages for scheduled meetings and can auto-join with my permission. I keep this on a short leash useful when I’m double-booked, annoying if it barges into the wrong call.
6) Bring your own audio/video
I also upload recordings from interviews, webinars, or lecture clips. Same deal: transcript, summary, and a tidy highlight pack.
How I Use Otter.ai (step-by-step)
Step 1: Set the basics
I add custom vocabulary brand names, product terms, internal acronyms—so Otter spells things right. It makes search way more reliable later.
Step 2: Connect calendar (carefully)
I let Otter see my calendar so it creates a note shell for each call. I don’t let it join every meeting by default. I pick and choose; that avoids awkward “a bot has joined” moments when it shouldn’t.
Step 3: Record the session
If it’s a planned call, I start the Otter notes right from the event. For ad-hoc chats, I just hit Record on the app. For interviews, I often upload the audio after.
Step 4: Label speakers early
First two minutes, I label people. This small habit saves me a ton of cleanup later and makes the summary more trustworthy.
Step 5: Mark the good stuff
While others talk, I drop a few quick highlights on decisions, risks, and dates. Those highlights become my recap skeleton.
Step 6: Post-call cleanup (5 minutes)
I scan the summary, tighten the action items, correct any name spellings, and share the recap. Doing this immediately is key context is fresh, and I don’t procrastinate.
Step 7: File it where it lives
If it’s a client decision, I paste the summary into the project doc. If it’s internal, I share the Otter note and drop the highlights into our tracker. No hunting later.
Benefits I Actually Notice
- I’m present in the meeting
No more half-listening while typing. I can focus on understanding, asking better questions, and catching nuance. - Perfect recall without replaying audio
I rarely rewatch recordings. I search, jump to the right timestamp, copy the quote, done. - Follow-ups write themselves
The summary gives me a starting point for the recap email or the sprint notes. Five minutes of editing and it’s out the door. - Zero “he said, she said”
With speaker labels and timestamps, we don’t argue about what was decided. We just point to the line. - Great for async teams
If someone misses a call, the summary and highlights catch them up in minutes. Way better than scheduling yet another meeting. - Live captions and accessibility
People who prefer reading or need captions benefit. I also use transcripts after webinars and lectures for study/repurposing.
Why I Prefer Otter over manual notes or basic recording
- Real-time text beats raw audio I can react during the meeting and mark decisions on the spot.
- Speaker detection keeps accountability clean.
- Built-in action items turn conversation into momentum.
- Search + timestamps make transcripts actually usable.
- Calendar hooks reduce friction notes are ready before I join.
- Works on phone or laptop so I’m not tied to a studio mic.
- Fast exports into docs, trackers, or emails no format gymnastics.
Disadvantages (and how I handle them)
- It’s not 100% accurate
Accents, cross-talk, and domain jargon can trip it up. I fix names and acronyms in the custom vocab and do a quick pass on important notes. - Language coverage is limited
If your team bounces across multiple languages, expect mixed results. For me, most calls are in English, so I’m fine. - Auto-join can be awkward
If you enable the bot to join calls, manage it tightly. I keep it manual for external clients and reserve auto-join for recurring internal standups. - Free limits get tight
If you record long or frequent calls, you’ll outgrow the free tier fast. Budget for it if meetings are your reality. - Privacy and etiquette matter
Always tell people you’re recording. Keep access to transcripts on a need-to-know basis. Simple rules avoid drama. - Audio quality still rules
Garbage in, garbage out. A basic headset mic and avoiding crosstalk improve accuracy more than any setting.
My Pro Tips
- Teach it your world
Add company names, feature names, industry terms, and people. You’ll thank yourself when search finds the exact line. - Label voices in minute one
Do this once, get dividends forever. It’s the difference between a transcript and a useful transcript. - Highlight decisions live
If you only do one thing, do this. Those highlights are your post-call email outline. - Recap immediately
Five minutes after the call, share a clean summary with action items and owners. Momentum beats perfection. - Keep a simple mic rule
Ask folks to avoid talking over each other when possible. Cleaner audio = better accuracy = less cleanup. - Export smart
Text for copy, PDF for official minutes, captions if you’re publishing video. Pick the right format for the job. - Centralize your keepers
Pull the best lines and decisions into your project wiki or knowledge base. Don’t let gold sit in a transcript no one opens.
Who I Think Otter.ai Is Best For
- Sales and CS teams who need bulletproof follow-ups and exact quotes.
- Product managers, engineers, and founders who live on decisions and trade-offs.
- Researchers, journalists, creators who interview a lot and need quick, accurate pulls.
- Students and teachers who want searchable lectures and recap packs.
- Remote/hybrid teams that rely on async updates and clear documentation.
If your work is conversation-heavy and detail-sensitive, Otter earns its seat.
My Final Take
Otter.ai is my “meeting memory.” It doesn’t just record it turns talk into searchable, sharable, actionable notes. It won’t replace judgment or eliminate every typo, but it will remove most of the grunt work between “we talked” and “we moved forward.”
Use it with intention: announce recordings, keep auto-join under control, add your custom vocab, and always do a fast post-call polish. Do that, and Otter becomes one of those quiet tools that pays for itself less rework, fewer misunderstandings, faster follow-ups, and way fewer “wait, what did we decide?” moments.
If you want, I can also shape this into a shorter blog version, craft a punchy intro and title, or tailor a checklist you can paste at the top of every meeting invite.
