Notetaker resources: how to take great meeting notes (with templates)

Good meeting notes aren’t a transcript. They answer three questions: what did we learn, what did we decide, and who does what by when. An AI notetaker gives you the transcript for free; the rest depends a bit on how you run the meeting.

What notes should include

• Context: date, participants, meeting purpose.
• Summary: 3-6 sentences on what was discussed and the outcomes.
• Points discussed, with concrete facts: numbers, names, dates.
• Decisions - separate. These are the most often lost in a transcript.
• Tasks: what, who, deadline.
• Open questions.

Zicelo’s summary follows exactly this structure. If you need a different format, use an AI skill.

How to help AI make better notes

1. State the goal at the start. “Today we set prices for the autumn batch and decide who places the order.” The AI uses this as a guiding thread.
2. Speak the decisions out loud. “So, we decided: we order by Friday.” A clearly spoken decision will definitely appear in the Decisions section.
3. Name the tasks. “Mihai, will you send the offer by Thursday?” is much clearer than “the offer must be sent”.
4. Recap in the last minute. Thirty seconds of recap makes the summary almost perfect.
5. Use headphones. When the microphone doesn’t pick up the speakers, the separation of “You” / “Others” is much more accurate.

Ready-to-use templates (AI skills)

Add them in Zicelo › Skills and set them to run automatically in the right meetings.

Sales call

From the sales call transcription, extract:
- The client's need, in their own words
- The budget and who decides (if mentioned)
- The deadline for the solution
- Raised objections and how we responded
- Mentioned competitors
- The next concrete step, with a date
If something wasn’t mentioned, write “unspecified,” don’t infer.

1:1 conversation

Summarize the 1:1 discussion in four sections: What’s going well, What’s blocking,
Feedback given (both ways), Commitments for next time
(who, what). Warm tone, no judgments. Maximum 12 lines.

Job Interview

Evaluate the candidate for the role discussed: relevant experience,
3 strengths with examples from the interview, 2 risks or uncertainties,
questions to ask in the next interview, a rating 1-10 with a one-sentence justification.
Base it only on what was said.

Stand-up

Pentru fiecare participant: Ieri, Azi, Blocaje. La final, lista
blocajelor care cer ajutorul altcuiva, cu numele persoanei.

Project meeting

Project status (green / yellow / red, with reason), new risks,
changes to timeline or budget, decisions, tasks with owner and
date. At the end, what must be communicated to the client.

After the meeting: what to do with the notes

• Send them within 10 minutes – a quick follow-up email is half the execution. The “Follow-up mail” skill writes it for you.
• Move tasks where you track them – Trello, Asana, Jira, ClickUp, Todoist – via integrations, automatically.
• Post the meeting in the right channel (client, project), so anyone on the team can find it.
• Ask, don’t search: “What did we promise client X?” works across all meetings at once.