10 Best Practices for Meeting Transcription

Accurate meeting transcription has become essential for modern businesses. Whether you're conducting client interviews, team meetings, or important calls, having reliable transcripts improves accountability, aids decision-making, and ensures nothing important gets lost.

Here are 10 proven best practices to get the most accurate and useful meeting transcriptions.

1. Prepare Your Recording Setup

Choose the Right Microphone

• USB microphones: Blue Yeti, Audio-Technica ATR2100x for desk setups
• Lavalier mics: For individual speakers in larger rooms
• Conference microphones: Dedicated devices for boardroom settings

Test Audio Levels

• Record a brief test before the actual meeting
• Ensure all participants are clearly audible
• Position microphones to capture all speakers equally

2. Set Clear Ground Rules

Before the Meeting Starts

• Inform participants that the meeting will be recorded and transcribed
• Ask speakers to state their names when first speaking
• Request that only one person speaks at a time

Communication Guidelines

• Speak clearly and at moderate pace
• Avoid side conversations and cross-talk
• Pause briefly between speakers
• Repeat important names, numbers, and technical terms

3. Handle Technical Terms and Jargon

Pre-Meeting Preparation

• Create a glossary of industry terms and acronyms
• Share key terminology with transcription service beforehand
• Prepare pronunciation guides for unusual names or terms

During the Meeting

• Spell out important terms when first mentioned
• Define acronyms before using them repeatedly
• Provide context for technical discussions

4. Choose the Right Transcription Method

Real-Time Options

• Live AI transcription: Immediate results but may require editing
• Human stenographer: Most accurate for critical meetings
• Hybrid approach: AI with human review for important meetings

Post-Meeting Options

• Automated services: Cost-effective for routine meetings
• Professional transcription: For legal or compliance requirements

5. Review and Edit Systematically

First Pass Review

• Listen to audio while reading transcript
• Mark unclear sections for detailed review
• Verify speaker identification accuracy
• Check technical terms and proper nouns

Quality Assurance

• Have a second person review critical sections
• Cross-reference action items with meeting participants
• Ensure formatting consistency throughout

After the call, NotlyAI Chat can summarize action items, clarify follow-ups, and capture highlights alongside your transcript. Credits cover those prompts today, and upcoming subscriptions will help you retain longer chat histories and exports.

Ready to transform your meeting documentation? Try NotlyAI for your next important meeting and explore transcript chat; subscription upgrades will be announced on the pricing page when available.