How we test AI note-takers at TheBusinessDive
To stay transparent, we want to explain how we test AI note-takers at TheBusinessDive.
Our testing approach
AI note-takers are not classic note-taking apps. Their main job isn’t helping you write notes manually, but automatically capturing, processing, and summarizing conversations. Because of that, we test them differently from regular note-taking tools.
We test AI note-takers by using them in real meetings and real conversations. That means joining calls, recording meetings, reviewing transcripts, and checking how useful the generated notes actually are once the meeting is over.
This testing framework is used across all of our AI note-takers-related content — including individual reviews, comparisons, and “best of” guides. That said, all the recommendation you see is based on this same evaluation process, not on one-off impressions.
Why AI note-takers are hard to compare
From a user’s perspective, a few things make AI note-takers difficult to compare:
- It’s hard to know what the output will look like. Demos usually show ideal examples, not real-world meetings.
- Results depend on your meetings. The same tool can work well for one type of call and poorly for another.
- “AI features” mean different things. One tool’s summary might be a few bullet points, while another’s full notes.
- Limits aren’t always obvious. Usage caps, meeting limits, and feature restrictions often only show up after you start using the tool.
- You can’t judge quality from a feature list. The real question is whether the notes are useful once the meeting ends.
Because of this, choosing an AI note-taker often requires more than comparing features or pricing.
What we actually test
When testing AI note-takers, we focus on how useful the output is after the meeting ends.
This includes:
- Transcription accuracy. How well speech is converted into text, especially with multiple speakers or imperfect audio.
- Speaker recognition. Whether the tool correctly separates and labels speakers.
- Summaries and highlights. Whether summaries reflect what actually mattered in the meeting, not just generic overviews.
- Action items and follow-ups. How reliably tasks, decisions, and next steps are identified.
- Search and navigation. How easy it is to find specific moments, topics, or decisions later.
- Integrations. How well the tool connects with calendars, meeting platforms, and work tools where notes are used.
- Pricing vs limits. Whether usage limits, meeting caps, or AI features are clearly defined and fairly priced.
These are usually the factors that decide whether an AI note-taker genuinely helps.
Here are some of our reviews about AI note-takers, so you can get a better understanding of how we implement these in practice:
How we test AI note-takers
We test AI note-takers by using them in real meetings over time.
We join calls on different platforms, record discussions with multiple participants, and review both transcripts and summaries afterward. We check how much manual editing is needed and whether the output can be used as-is.
During testing, we look for clear answers to questions like:
- Are transcripts accurate enough to trust?
- Do summaries capture real decisions and key points?
- Can someone who missed the meeting understand what happened?
- Does the tool reduce follow-up work or add more?
We don’t rely on a single meeting or a short trial. We use these tools across different meeting types to understand how consistent their results are.
What we don’t do
Just as important as what we test is what we intentionally avoid.
- We don’t rely only on demos or promotional examples
- We don’t rank tools based on affiliate payouts
- We don’t assume AI-generated notes are always correct
AI note-takers are helpful, but they still need to be evaluated carefully.
How we make recommendations
Instead of calling one tool “the best,” we focus on specific use cases, such as:
- Best for team meetings
- Best for sales or client calls
- Best for detailed transcripts
- Best budget option
This makes it easier to choose a tool based on how it will actually be used.
Check out our reviewed AI note-takers here.
How often reviews are updated
AI note-takers change quickly. Models improve, features are added, and pricing structures shift.
We revisit reviews when:
- transcription quality improves
- major AI features are released
- pricing or usage limits change
Keeping reviews up to date is essential in this category.
Transparency & monetization
Some of our articles include affiliate links. If you sign up through one of them, we may earn a commission at no extra cost to you.
This never influences how tools are tested, ranked, or recommended.