First, let’s go over the Top 4 Notetakers and each of their Pros + Cons:

In my opinion, the top 4 AI Notetakers that people use are:

Fathom, Fireflies, Otter and Flow.

I know ChatGPT just released a really cool AI Notetaker but it’s only available on Mac OS and I’m a Windows guy (I like Windows so much better for business) so I’m not going to be talking about this one just yet.

I like Fathom the best because it gives me the best notes, I’ve connected it to Asana for task management and is just the one I’ve been using for a while now.

I may switch to Fireflies as it seems to have the best integration toolset.

Regardless of which notetaker you chose, they all can pretty much do some cool things.

Here are a few Ideas on how to supercharge your AI Notetaker:

Idea #1: Connect your AI Notetaker to Task Management Tools like Asana, Clickup or Monday.com 

Instead of adding tasks to your task management platform during or after the call manually, connect the AI notetaker to the tool either directly or using Zapier so that the task gets added to the right place, gets assigned to the right person, and adds the right context.

Idea #2: Set up a call with just you and your AI notetaker during a Due Diligence Walkthrough

Next time you’re on a DD walkthrough for a potential new deal, go into say the Otter.AI app, hit record, and start talking to your AI Notetaker.

“Unit 5a has a bad leak, the backyard of unit 7a needs new sod, and the clubhouse needs new furniture”.

Otter.AI will pick this up and route this to Google Sheets, Asana, or anywhere else you want to house this.

I used to write these types of notes manually in my Apple Notes app, edit them on the plane ride home and email them out that night.

This is way better.

Idea #3: Vendor-Maintenance Loop. Create an automatic trigger that creates a work order in your PMS or Third-Party Maintenance Tool.

I get on at least 15-20 phone calls with team members, vendors, tenants and others each week.

And ultimately, something not working at the property and/or unit is always a central theme.

“Lighting hit a condenser unit and it doesn’t work” or “My microwave, stove, and oven don’t work” were two complaints we got last week (yes, the lightning one actually happened).

The old way of doing this would be for me to alert the PM and/or super (some tenants have my personal phone number because, well, I’m a masochist), they’d manually add the work order in the PMS/Third-Party Tool and then they’d reach out to the vendor for a bid/scheduling.

The new way: the AI notetaker picks this up on the call, creates a work order automatically in your Maintenance dashboard, and alerts your vendor to bid the project out.

I’m not a pro at maximizing my notetaker’s notes just yet but just simply thinking about creative ways to utilize the transcripts and integrations these notetakers have has already made my life much easier.

From 2020-2023, I used to have my analyst join the call, manually take notes and send the summary out to all participants after the call.

He forgot to do this 65% of the time (he didn’t last long).

Now, nothing gets missed.

AI is moving fast. My goal is to help the Real Estate Industry keep up.

Hope you enjoyed this.

Jonathan

Founder, The IndustrAI