What is Otter.AI? How to Make meeting transcription with artificial intelligence

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What is Otter.AI? How to Make meeting transcription with artificial intelligence

Struggling to keep track of what’s said in meetings? Otter.ai transforms spoken words into text, providing automatic transcriptions, summaries, and action items for meetings on platforms like Zoom, Google Meet, and Microsoft Teams. With features like real-time transcription, speaker identification, and integrations with tools like Latenode for workflow automation, Otter.ai saves time and ensures nothing gets missed. Plans start with a free tier offering 300 minutes per month, scaling up to enterprise solutions for unlimited transcription needs. Whether you’re managing team meetings or personal notes, Otter.ai simplifies the process.

Otter AI Tutorial (How To Use Otter AI To Transcribe)

Otter.ai Features and Accuracy

Otter.ai

Otter.ai utilizes advanced artificial intelligence to achieve transcription accuracy levels of 85–90% ^[4].

Main Features of Otter.ai

Real-Time Transcription and OtterPilot
Otter.ai offers real-time transcription capabilities and includes OtterPilot, an AI assistant designed to enhance meeting productivity. OtterPilot can automatically join meetings on platforms like Zoom, Google Meet, and Microsoft Teams to capture live audio ^[3]. Beyond transcription, OtterPilot generates automated meeting summaries and action items, simplifying post-meeting tasks ^[3].

Speaker Identification and Custom Vocabulary
Otter.ai stands out with its ability to identify and differentiate speakers during conversations. This feature ensures that each participant's statements are correctly attributed. Additionally, users can create a custom vocabulary by adding specialized terms, technical jargon, or proper names, which enhances accuracy during discussions involving industry-specific language. This functionality gives Otter.ai an edge over other transcription tools when handling niche terminology ^[6].

Organization and Collaboration Tools
The platform supports efficient project management and teamwork through features like folder organization, transcription sharing, and Otter AI Chat for interacting with recorded content. Users can search transcripts, highlight key sections, and collaborate on notes with team members. It also tracks frequently used keywords, enabling users to identify recurring themes and important topics within conversations.

Multi-Platform Integration
Otter.ai is accessible across various platforms, including mobile apps for Android and iOS, a web interface, and the ability to upload pre-recorded audio or video files for transcription ^[3]. It supports multiple languages, including American and UK English, Spanish, and French, broadening its appeal to global users ^[3].

These features collectively contribute to Otter.ai's reliable performance, although transcription accuracy can be influenced by certain factors.

How Accurate is Otter.ai?

Otter.ai's transcription accuracy is shaped by its robust features but also depends on external conditions. In testing by PCMag, a five-minute recording with two native English speakers and no background noise resulted in 26 word errors. In a live meeting test using OtterPilot, with some background noise, the error count dropped to 22 for the same duration ^[3].

Audio Quality Impact
Audio quality plays a significant role in transcription accuracy. Factors such as background noise, accents, and microphone placement can affect results. Using an external microphone and maintaining a clear speaking distance of about three feet significantly improves output ^[5]^[7]. OtterPilot enhances accuracy by recording the internal audio stream of meetings, avoiding the limitations of device speakers and microphones ^[5].

Smart Processing Features
Otter.ai incorporates features to refine transcripts further. It filters out filler words like "um", "ah", and "uh", resulting in cleaner and more readable text ^[5]. Additionally, users can tag speakers, allowing the system to learn and better recognize individual voices over time, which enhances accuracy with repeated use ^[7].

Technical Requirements
For optimal performance, Otter.ai requires a stable internet connection with a minimum uplink bandwidth of 512kbps for real-time transcription ^[8]. Ensuring up-to-date software and proper audio settings also contributes to consistent results ^[8].

Unite.AI describes Otter.ai as "the most accurate AI transcriber for online meetings", while noting that background noise or strong accents may impact performance ^[6]. PCMag further endorsed Otter.ai with an Editors' Choice award, highlighting its "advanced AI tools, intuitive apps, and versatility" ^[3].

How to Use Otter.ai for Voice Notes and Meeting Transcription

Otter.ai is a powerful tool that helps professionals record and transcribe spoken content, whether it's for personal voice notes or detailed meeting documentation. Its user-friendly platform ensures capturing and processing audio is simple and efficient.

Taking Voice Notes with Otter.ai

Otter.ai makes recording voice notes straightforward, whether you're using the mobile app or the web version. It's ideal for jotting down ideas, conducting interviews, or drafting content on the go. An active internet connection and microphone permissions are required for real-time transcription ^[10].

Getting Started with Voice Recording
To begin, open Otter.ai on your preferred device and tap the record button. The platform captures audio and transcribes it in real time. You can rename your recordings during or after the session, and once finished, the audio automatically saves under "My Conversations" ^[9]^[10].

Performance Across Different Environments
Otter.ai performs exceptionally well, even in challenging settings. Paul Rogers, a Freelance Management Consultant, shares:

"I've been stunned at how good Otter is at picking up audio when I'm in a cafe or use a microphone that belongs to the cell phone" ^[9].

This adaptability makes it a go-to solution for professionals working in diverse environments, from quiet offices to bustling public areas.

Practical Uses for Professionals
The platform's reliability has earned praise from users like Georgia Cohen, who says:

"Otter.ai is actually the most elite transcription service. Not sponsored, not an ad. Just a fact!" ^[9].

Voice notes created with Otter.ai can serve as a foundation for more comprehensive meeting transcriptions, which the platform also excels at handling.

Using Otter.ai as an AI Note-Taker

Beyond individual note-taking, Otter.ai enhances team collaboration by automating meeting transcriptions. Its OtterPilot feature integrates seamlessly with platforms like Zoom, Google Meet, and Microsoft Teams to join meetings, transcribe audio, and provide a suite of intelligent tools ^[13].

Setting Up OtterPilot
To enable OtterPilot, connect your Google or Microsoft calendar. This allows the AI assistant to automatically join meetings with video links and begin transcribing. You can customize settings to control which meetings it joins, such as limiting it to only those where you're the host or including external meetings ^[12]^[13].

Managing Meeting Participation
OtterPilot appears in meetings as "[Your Name]'s AI Notetaker (Otter.ai)" ^[13]. You can view your Otter homepage calendar to check which meetings it will join and toggle participation for specific sessions. If a meeting doesn't appear automatically, you can manually add it by entering the meeting URL, including any necessary passwords ^[11]^[13].

Enhanced Meeting Features
Once a meeting is transcribed, Otter.ai provides a robust collaboration hub. Users can review transcripts, listen to audio, and add highlights, comments, or images ^[14]. The platform also generates AI-powered summaries, outlines, and action items, which can be renamed, assigned, or deleted as needed. Sharing conversations with team channels simplifies access and coordination ^[14]^[15].

Smart Automation for Meetings
OtterPilot includes features like automatically leaving meetings after 12 minutes of silence or 5 minutes if the meeting exceeds its scheduled time ^[13]. Additionally, Otter AI Chat enables real-time collaboration, allowing participants to ask questions and generate new action items during the meeting ^[15].

In December 2024, Otter.ai introduced Otter Meeting Agents, which take automation to the next level. These voice-activated agents can actively participate in meetings, answer questions, and perform tasks, making it easier than ever to capture and process conversations. As Otter.ai puts it:

"Never take meeting notes again. Get transcripts, automated summaries, action items, and chat with Otter to get answers from your meetings" ^[1].

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Connecting Otter.ai with Workflow Automation

The average knowledge worker spends about 18 hours each week in meetings, and Otter.ai has already transcribed over 50 billion minutes of conversations ^[17]. These numbers highlight just how much time and data revolve around meetings. By automating workflows that use Otter.ai's transcription data, businesses can turn meeting notes into actionable insights with minimal effort.

Automating Workflows with Latenode

Latenode

Integrating Otter.ai with Latenode opens up a world of possibilities for automation. With its visual workflow builder and access to over 300 integrated apps, Latenode makes it easy to streamline processes.

Setting Up Basic Automation
Using APIs, you can seamlessly transfer data from Otter.ai to other tools ^[16]. This saves time by eliminating the need for manual copying and pasting after meetings.

Analyzing Your Current Workflow
Before diving into automation, take a close look at your existing workflows. Identify repetitive tasks or bottlenecks that slow your processes ^[16]. For many teams, common challenges include manually sharing meeting notes, creating follow-up tasks, and updating project management tools with action items.

Integration Strategy
Select tools that align with your business needs and integrate smoothly with your current systems ^[16]. Latenode stands out by offering a combination of visual workflow design and custom JavaScript for more complex requirements. Its built-in database allows you to manage meeting data directly within automated workflows, offering flexibility as your needs grow. These features enable a range of practical applications, as outlined below.

Workflow Automation Examples

Otter.ai's precise transcriptions serve as a strong foundation for automating follow-up tasks and enhancing team efficiency. Here are some examples of how automation can transform workflows:

CRM Enhancement Workflows
Link Otter.ai transcriptions to your CRM system to automatically enrich customer data. For instance, after a sales call, the workflow can extract key discussion points, highlight customer pain areas, and update the prospect's record with these insights.

Project Management Integration
Streamline task creation by automating action items from meeting notes. As Sam Liang, CEO of Otter.ai, puts it:

"Our objective is to empower knowledge workers and teams to be more productive. My Action Items is a step forward in achieving this, introducing a more modern workflow that offers a clear and efficient way to manage post-meeting responsibilities" ^[17].

Notification and Distribution Systems
Set up automated notifications for team members when new recordings or specific keywords are detected. These alerts can be tailored to departments, projects, or keyword relevance, ensuring the right people stay informed.

File Management Automation
Automatically save meeting recordings in cloud storage with organized naming conventions based on criteria like meeting date, participants, or project codes. This ensures consistent documentation without manual effort.

Training and Support Implementation
Equip your team with the knowledge and tools to make the most of AI-powered automation ^[16]. Latenode’s intuitive visual interface simplifies the process, enabling non-technical team members to understand and adapt workflows as business needs evolve.

Otter.ai Pricing and Plans

Otter.ai provides four pricing tiers to cater to a variety of user needs: Basic, Pro, Business, and Enterprise. Each plan is designed to align with different professional requirements, offering features suited for both casual and intensive use.

Free vs. Paid Plans

The Basic plan is free and includes 300 minutes per month, but it comes with several limitations. Users can record conversations up to 30 minutes long, access core integrations, and invite teammates to their workspace. However, it restricts users to 3 lifetime imports of audio or video files, 20 Otter AI Chat queries per month (with a cap of 3 queries per conversation), and access to only the 25 most recent conversations. Additionally, custom vocabulary is limited to 5 terms, and playback speed is locked at 1× ^[18].

For users needing more flexibility, the Pro plan is available at $16.99 per user per month or $8.33 per month when billed annually. It increases the monthly limit to 1,200 minutes, allows conversations up to 90 minutes long, and includes advanced search capabilities. Users also get 200 custom vocabulary terms, 200 names, and 50 Otter AI Chat queries per user ^[18].

The Business plan is priced at $30 per user monthly or $20 per month with annual billing. This plan is ideal for teams, offering 6,000 minutes per month, a 4-hour limit per conversation, and unlimited audio or video imports. It also includes admin features like usage analytics, support for up to 3 concurrent virtual meetings, 800 custom vocabulary terms and names, and 200 Otter AI Chat queries per user ^[18].

For larger organizations, the Enterprise plan provides tailored pricing and features. It includes advanced security options, single sign-on (SSO) for organizations with at least 100 users, and specialized tools like OtterPilot for Sales. Pricing details require direct contact with Otter.ai's sales team ^[18].

Otter.ai also offers a 20% discount on Pro plans for students and teachers with a valid .edu email address. Payments can be made using credit or debit cards, though PayPal is not supported at this time ^[18].

These pricing options allow users to choose a plan that matches their needs, making it easier to manage meetings and enhance productivity.

Conclusion

Otter.ai has emerged as a game-changer in meeting documentation and workflow efficiency. By turning a one-hour meeting into a concise 30-second summary ^[1] and transcribing over 1 billion meetings as of 2023 ^[2], it has demonstrated its impact across various industries and business settings.

Key features like real-time transcription, speaker identification, automated action items, and the OtterPilot integration eliminate the need for manual note-taking, saving users an average of four hours per week ^[19]. Its ability to integrate with popular meeting and CRM platforms makes it a central resource for managing meeting insights. When combined with automation platforms like Latenode, Otter.ai enables users to distribute meeting summaries and action items effortlessly throughout their organization.

Otter.ai also offers flexible pricing options, catering to individuals with a free 300-minute Basic plan and scaling up to enterprise solutions that include advanced security and unlimited transcription capacity. This adaptability ensures it meets the needs of both small teams and large organizations.

Whether you're handling sales calls, team discussions, interviews, or client meetings, Otter.ai provides a reliable solution for accurate transcription, intelligent summaries, and seamless integration. It’s a practical tool for professionals looking to boost productivity while keeping thorough records of their communications. For those aiming to simplify and optimize their workflows, Otter.ai delivers a powerful and efficient solution.

FAQs

How well does Otter.ai handle accents and background noise during transcription?

Otter.ai is built to understand a range of accents, making it a practical choice for people from different linguistic backgrounds. However, its performance can dip when faced with strong background noise, echoing environments, or multiple overlapping voices.

For optimal transcription accuracy, it’s best to reduce background noise, speak as clearly as possible, and, if available, use high-quality audio equipment. These steps can significantly improve results, even in less-than-ideal conditions.

How can I improve the accuracy of Otter.ai transcriptions in noisy environments?

To improve the accuracy of Otter.ai transcriptions in noisy environments, begin by reducing background noise wherever possible. A high-quality microphone can significantly enhance audio clarity, making it easier for the tool to process speech accurately. Encourage speakers to enunciate clearly and avoid overlapping conversations, as this helps maintain distinct audio input. Testing the noise levels in the setting beforehand can also highlight any potential challenges.

Make use of Otter.ai's noise-reduction features to refine audio quality further. For specialized terminology or names, adding custom vocabulary can enhance recognition. After the transcription is complete, review the text carefully and make any necessary corrections to ensure precision.

Can Otter.ai work with other tools to automate workflows and improve meeting productivity?

Otter.ai connects seamlessly with a wide range of tools, helping to simplify workflows and improve productivity. For instance, it integrates with Zapier, allowing users to automate tasks such as generating documents from Otter summaries, importing audio recordings from cloud storage, or sending actionable tasks directly to project management platforms like Asana. Beyond that, Otter.ai works hand-in-hand with popular apps like Slack, Dropbox, Zoom, and Google Meet, enabling smooth collaboration and real-time sharing of meeting notes. These integrations make Otter.ai an adaptable option for improving the efficiency of meetings and team communication.