Have AI write minutes and finally have time for the important things in the meeting? According to a survey by Morning Consult, many people spend a large part of their working time on repetitive tasks such as taking notes in meetings. That doesn't have to be the case. With the right AI tools, you can transcribe every word and organize it into structured summaries.
AI-powered protocols use artificial intelligence, voice recognition, and machine learning to transcribe spoken content in real time and highlight important information. Particularly impressive: Companies save money with it up to 8 hours in weekly meetings for all participants. However, the selection of suitable logging software depends heavily on individual requirements and the area of application.
In this comprehensive comparison for 2025, we will introduce you to the best AI tools for protocol writing, including privacy-compliant solutions such as Bliro, which is particularly suitable for European companies. We've tested several AI tools for meeting minutes so you can find the best solution for your team meetings.
What is an AI protocol and why is it so important in 2025?
Regular meetings are part of everyday work - but office professionals spend an average of 16.5 hours per month in meetings. A sobering number, particularly when many of these meetings are perceived as inefficient. One main reason for this: Without accurate protocols, important information about decisions and tasks is lost.
Definition: Let the AI protocol be written
An AI protocol is an innovative method for automatically creating meeting notes using artificial intelligence. The core of this technology consists of several sequential processes: First, automatic speech recognition (speech-to-text) converts the spoken language into text. The AI then analyses the transcribed text to extract and structure important information.
Modern AI protocol systems such as Bliro go far beyond simple transcriptions. They identify key messages, decisions and tasks, differentiate between different speakers and automatically create a structured protocol that records the key points of the meeting.
Difference from manual logging
Traditional manual logging poses significant challenges. Many are familiar with the dilemma: How can you actively participate in a meeting, listen carefully and write down at the same time? In addition, it is difficult to ensure that all relevant information is collected.
Another problem: Manual logs often suffer from incomplete or incorrect recordings, particularly in dynamic meetings. The entire process - from creation to review to distribution - requires significant time and resources.
AI-based log systems, on the other hand, offer a recognition accuracy of over 90% when converting speech to text. They record every word spoken and thus minimize the risk of missing important details. Particularly remarkable: AI protocols are created without personal interpretations or biases, resulting in objective representations.
Benefits for teams and companies
Using AI protocols has numerous benefits:
- Massive time savings: Instead of typing notes for hours, the AI completes this task in fractions of the time. After the meeting is over, systems such as Bliro process the transcript and create a finished protocol within a few seconds.
- Focused participation: Team members can fully concentrate on the discussion without having to worry about taking notes.
- Structured documentation: The AI organizes information in a logical order and organizes it by topic, which makes it much easier to look it up later.
- Multi-language support: Many AI tools can create protocols in different languages, which improves collaboration within international teams.
The ability to access a structured to-do list immediately after the meeting is particularly valuable. This significantly speeds up the transition from discussion to implementation, which significantly increases productivity.
In 2025, AI protocols are no longer just a useful extra, but a decisive productivity factor. They automate a tedious routine task and enable teams to focus on actual content and decisions - an essential requirement for working efficiently in today's fast-paced business world.
Important criteria when choosing protocol software
With the plethora of available AI protocol tools, choosing the right software is the decisive step for efficient meetings. A careful evaluation based on specific criteria is therefore essential.
1. Accuracy of transcription
Precision in converting speech into text is the foundation of every AI protocol. Modern voice recognition technologies are now achieving an impressive Recognition accuracy of over 90%. Particularly advanced tools such as Bliro use this high level to deliver reliable transcriptions.
However, the quality of the AI-generated protocol depends heavily on the audio recording. For optimal results, it is therefore recommended to use high-quality conference microphones, particularly during face-to-face meetings. In online meetings, each participant should have their own login and thus their own microphone to ensure that speeches are clearly assigned.
2. Language support (e.g. German)
For German companies, support for the German language is of course crucial. Tools like Bliro, support more than 15 languages, some tools like Sally AI even over 35 languages.
It is remarkable that not all popular tools support German. Otter.ai Ffor example is restricted to English, French and Spanish. It is therefore particularly important for international teams to choose a tool with broad language support such as Bliro.
3. Integration with meeting tools such as Zoom or MS Teams
Seamless integration into existing video conferencing systems is another key selection criterion. An ideal AI protocol software should work easily with common platforms such as:
- Zoom
- Microsoft Teams
- Google Meet
This integration allows direct access to audio data and significantly simplifies the entire process. Bliro, for example, can also be seamlessly integrated into existing CRM systems and thus incorporated into existing workflows.
4. Data protection & GDPR compliance
Data protection is particularly important for companies in Germany and the EU. When choosing AI protocol software, GDPR compliance should therefore be a non-negotiable criterion.
The location of the provider plays an important role here - German software providers are subject to local legal regulations and therefore often offer better guarantees in terms of data protection and data security than, for example American providers.
Bliro is characterized by its technology, which transcribes and summarizes conversations without recording audio or video, which makes it much easier to use under the GDPR, ensures data protection and is clearly different from other providers.
5. Ease of use & automation
Ultimately, usability determines actual use in everyday life. Intuitive operation makes training easier and promotes acceptance within the team.
In addition, the tool should offer important automation features, such as automatic recognition of keywords, key points, and tasks. The ability to search, edit and share recordings also significantly increases practical use.
Integration with other productivity tools, such as Google Docs or Asana, can also streamline workflow and speed up the transition from meeting to implementation.
A comparison of the 8 best AI tools for writing minutes
Below we present the eight leading AI tools To the protocol, which will dominate the market in 2025. Each of these tools offers unique features that set them apart from the competition.
1. Bliro - GDPR-compliant & real-time transcription for sales teams
Bliro is setting new standards in the area of AI-based protocols through its privacy-friendly processing. Bliro was the only provider to develop a technology that makes it possible to transcribe and summarize conversations without the active consent of other call participants, as recordings are never made, but are always transcribed in real time. Data processing is carried out entirely on servers in Germany in accordance with the GDPR. Particularly noteworthy: Bliro works as a desktop app and iPhone app and can therefore be used anywhere meetings take place - on-site and online. The software is therefore particularly suitable for sales teams with on-site customer meetings and hybrid meetings.
2. Fireflies.ai - Automatic transcription & CRM integration
The tool automatically syncs meeting transcripts, summaries, and tasks with Salesforce, Zoho, and HubSpot. Fireflies supports more than 69 languages and offers features such as sentiment analysis - in contrast to Bliro, there is always a bot in the meeting that is visible to all meeting participants. In addition, the active consent of all meeting participants is always required.
3. Otter.ai - Live captions & meeting summaries
Otter.ai is known for its real-time transcription and automatic summaries. The OtterPilot feature can automatically join meetings, record live audio, and generate summaries. The free version offers 300 minutes of transcription per month. However, Otter.ai primarily works in English and doesn't offer the same GDPR compliance as Bliro. In addition, a bot always takes part in the meeting, which is visible to all meeting participants.
4. tl; dv - Highlights & video clips for Google Meet & Zoom
Tl; dv specializes in creating video clips and highlights from longer meetings. The tool transcribes meetings in over 30 languages and makes it easy to share important meeting moments through short video snippets. Compared to Bliro, tl; dv offers better features for visual content preparation, while Bliro remains superior when it comes to data protection. In contrast to Bliro, however, a bot always takes part in the meeting, which is visible to all meeting participants and the active consent of all meeting participants is always required.
5. Sembly - Task management & to-dos from meetings
Sembly focuses on recording and managing tasks from meetings. The tool automatically identifies activities, tasks, and project ideas and divides them into three categories: short activities, medium tasks, and long-term projects. Integration with Trello, Slack and Microsoft To-Do is particularly practical. While Bliro focuses on GDPR compliance, Sembly scores points with its specialized task management. In contrast to Bliro, however, a bot always takes part in the meeting, which is visible to all meeting participants and the active consent of all meeting participants is always required.
6. Avoma - All-in-one conversation analysis
Avoma is aimed specifically at teams who want to analyze conversations. The tool makes it possible to search call recordings specifically for key moments and analyses trends when competition mentions or objections. It also provides sentiment analysis and intelligent summaries. In contrast to Bliro, however, a bot always takes part in the meeting, which is visible to all meeting participants and the active consent of all meeting participants is always required.
7. jamie - High-quality summaries without a bot
Jamie stands out because it works like Bliro without a visible bot in the meeting. It transcribes meetings on any platform, supports over 20 languages, and offers an AI-powered question and answer feature. Jamie processes his data exclusively in the EU, but does not achieve Bliro's full GDPR compliance.
8. Read.ai - Emotion recognition & meeting atmosphere
Read.ai stands out for its unique ability to recognize emotions. The tool analyses the mood of participants in real time and provides valuable insights into engagement during the meeting. It works with all major meeting platforms and is available in over 20 languages. While Bliro specializes in data protection and efficient logging, Read.ai focuses on interpersonal dynamics in meetings.
Tool comparison by use case
The choice of the optimal AI tool for protocols depends decisively on the specific use case. Depending on the industry and purpose, different solutions are particularly suitable.
For team meetings & internal minutes
In internal meetings, the focus is primarily on efficient documentation and task management. Here, Otter is impressed by its ease of use and the ability to record important points and to-dos in real time. While AI assistant tools Sembly create structured logs and create to-do's, tl; dv also offers the option to create and share video clips of important moments. For teams that want to move quickly from discussion to implementation, these solutions are ideal, as all relevant information is available right after the meeting.
For sales & sales meetings
In the sales context, specialized functions are required to analyze customer conversations. Bliro integrates seamlessly with CRM systems such as Salesforce and Hubspot, making it easy to track customer interactions. Bliro also offers comprehensive conversation intelligence and sales coaching tools. Bliro is particularly optimized for sales-oriented conversation analysis and makes it possible to analyze customer conversations and provide assessments of deals. Bliro also scores points here with its GDPR compliance — an important aspect when documenting sensitive customer conversations.
For international teams (multilingual tools)
Language support is crucial for globally active companies. Jamie and Fireflies, who can transcribe content in more than 30 languages, score particularly well here. Bliro, on the other hand, offers particularly high precision when it comes to German-language protocols — ideal for German companies with international contacts.
For data-sensitive industries (e.g. medicine, law)
In regulated industries such as medicine or law, data protection is a top priority. This is where Bliro stands out due to its data processing especially without audio or video recordings.
For hybrid or face-to-face meetings
The recording of face-to-face meetings places particular demands on recording technology. However, this is only possible with a few software solutions. Bliro is one of the few tools that works for both online and in-person appointments, as it accesses the computer's microphone directly.
Bliro in focus: Why it is particularly suitable for German companies
While many AI tools for protocols are available on the international market, Bliro stands out due to its particular suitability for the European market. The software developed in Munich specifically takes into account the high data protection requirements of European companies.
Secure Computing & GDPR Compliance
Bliro is based on proprietary technology developed at the Technical University of Munich. The special feature: The software transcribes conversations without creating audio or video recordings. This makes Bliro much easier to use under the GDPR. All data is used exclusively on European servers in Frankfurt am Main processed. The transcripts are encrypted using multi-layered data keys.
Easy integration into existing workflows
As a desktop app, Bliro accesses the computer's microphone directly and works platform-independently with Zoom, MS Teams, Google Meet and common Softphone solutions. Particularly practical: Bliro can be seamlessly integrated into CRM systems such as Salesforce and HubSpot. It's also one of the few tools that works for both online and in-person meetings.
Particularly suitable for meeting minutes
For team meetings, Bliro offers AI-powered custom templates that can be adapted to different types of meetings. The software uses cutting-edge AI audio transcription models for precise protocols. With support for more than 15 languages, Bliro is great for international teams.
Conclusion
AI protocol systems have undoubtedly become essential tools for modern businesses. After our comprehensive analysis, it is clear that the right software not only saves valuable time, but also significantly improves the quality and usability of your meeting documentation.
While various tools have their specific strengths, you need to pay particular attention to transcription accuracy, language support, integration with your existing meeting platforms, and ease of use. Data protection plays a decisive role, especially for German companies.
Among all the solutions compared, Bliro stands out for its unique combination of GDPR compliance, secure data processing, and features. Unlike many international alternatives, Bliro completely dispenses with audio and video recordings, which significantly simplifies data protection-compliant use. At the same time, the software offers excellent protocol quality for both online and face-to-face meetings.
Ultimately, the choice of the optimal tool depends on individual requirements. Teams focused on sales calls may benefit from specialized solutions such as Bliro or Avoma, while international companies will appreciate Fireflies' and Jamie's broad language support.
So automate your minutes creation today and finally focus on the essentials: Actively participating in your meetings and quickly implementing the measures discussed.
