How to use automated AI transcriptions in the company?

AI transcription and its use in business

AI transcription is based on automatic speech recognition that converts spoken words into text — in its simplest form, you just need to upload an audio or video recording to a tool that will analyze the file and create an accurate transcription of the content. In business, however, you can go one step further — thanks to integrations with platforms such as Google Meet or Zoom, the automatic transcription of the recording works directly during the meeting and saves the arrangements in real time. Moreover, even in companies that work stationary, it is possible to transcribe telephone conversations or previously recorded internal meetings. This eliminates manual note-taking by managers or assistants and allows them to focus 100% on the substance of the conversation. It is worth remembering that the so-called “speech to text” itself is only the basis — the real potential is revealed when the transcription of content is combined with automatic data processing, sentiment analysis or the generation of AI summaries, which can be immediately used in the next stages of business processes.

Thanks to artificial intelligence, the transcription of video or audio content can be automatically categorized, tagged and shared in company CRM systems or project management tools, which reduces the time of analysis and circulation of internal information. A modern transcriber (e.g. Fireflies.ai) can also generate summaries or record key meeting points thanks to the use of artificial intelligence. Automatic transcription creation promotes transparency of activities — every conversation with a client, contractor or business partner can be archived in text form. If in your company frequently notice deficiencies in reports that should be prepared, for example, by salespeople, then this solution is for you. Companies using the best transcription services can see improved documentation quality, reduced errors, and faster flow of information between departments. If you haven't already implemented AI transcription in your organization, you're not only wasting your team's time, but also the potential to analyze historical data that can bring your business a real competitive advantage.

So in which areas of the company is it worth implementing AI transcription?

As you can see, AI transcription is becoming a versatile tool that allows companies to increase efficiency and better manage information. The main problems that this technology solves are:

• lack of standardization in the documentation of meetings,
• time-consuming manual preparation of notes and summaries — both internal and for clients,
• Difficulty finding key information quickly.

As we wrote earlier, real-time transcription can be integrated into company systems such as CRM or ATS, which makes it applicable in the automation of many internal processes. Below are the areas where we most often implement this technology for our customers:

Audio transcription in recruitment processes

During job interviews, recruiters often manually jot down candidates' answers, which can reduce their focus. Automatic call transcribing eliminates this problem — the entire conversation is saved by the transcriber, and the recruiter can return to it at any time during the recruitment process. This is possible thanks to the integration with ATS systems, which can automatically transfer the entire audio transcript to the candidate's profile and extract the most important information from it, such as experience, financial expectations or strengths and weaknesses. Moreover, the AI can immediately evaluate the candidate and offer the recruiter initial recommendations to shorten the decision-making process. Of course, AI recommendations are not a necessary element of automation, since the creation of the transcript itself is already a great convenience for the HR team.

Accurate sales call transcripts and automated summaries

In sales departments, the transcription of meetings with customers allows you to significantly speed up the entire service process. Thanks to speech recognition technology, AI can analyze the video transcript of the meeting and, based on it, suggest to salespeople, for example, setting up appropriate tasks in the CRM system (e.g. sending an offer or arranging another meeting for the day they agreed with the lead during the conversation). In addition, if we have an extensive historical database, AI can automatically create personalized offers or follow-up messages based on this.

Transcribing video content from previous conversations is also a good source of knowledge that can be used during sales team trainings - managers can analyze conversations, point out good practices or mistakes, and improve the quality of the sales process based on historical results.

AI transcription also benefits our customers — each participant in a sales meeting can receive an AI summary or even an entire transcript of the conversation (if it contains items that we don't want to send to customers, the salesperson can edit the generated text). Such information sent to the customer after the meeting increases the transparency of the sales process and builds trust in our company.

Transcription of recordings and sentiment analysis in customer service

In the area of customer service, automatic transcription creation allows us not only to document conversations, but also to carry out the so-called sentiment analysis. How does it work? AI recognizes customer emotions (e.g., frustration, satisfaction) and assigns appropriate priorities to tasks based on this. This allows the customer service team to respond immediately to the most critical requests, as well as personalize communication — for example, offer discounts or additional support to customers who have experienced problems. By analyzing historical audio recordings of conversations with our customers, artificial intelligence can also predict their needs to automatically suggest accessories or product extensions, which directly affects the growth of sales and loyalty.

What did the implementation of automation with transcription look like for our client?

In one of the companies that applied to us, there was a problem with time-consuming preparation of offers. People in the customer service took orders for products by phone, writing down their names in Excel. After completing the call, employees manually searched the product codes required to create the offer in the internal database. If the order was large, the bidding process for one order took up to an hour. How did we solve this problem? We implemented automatic audio transcription, which we integrated into our client's internal product base. Thanks to this, artificial intelligence (AI) could independently prepare an offer based on a conversation. The role of the customer service person was reduced only to conducting a telephone conversation and checking the correctness of the generated offer. The process of transcribing and creating a document takes only a few minutes, so we have reduced the offer by up to 50 minutes per client.

Create transcripts of internal conversations and arrangements

In most companies, various types of internal meetings generate a huge amount of information that can easily be omitted if saved manually. Transcription allows you to create a complete knowledge base from each meeting — both remote and stationary (by transcribing video or audio recordings) — and automatically distribute it to team members. Integrations with project management platforms (e.g. Asana, ClickUp) allow you to automatically create tasks, assign them to the right people, and add contextual comments. Thanks to this, the transcription of content from conversations becomes not only documentation, but also an active tool for project management, which can significantly speed up the work of a project manager or assistant.

What should you look for when choosing a video or call transcription tool?

Choosing the right solution for automatic transcription affects not only the convenience of work, but also the quality and safety of the processed content. Below are the key aspects to consider before deciding to purchase a subscription to the tool.

Integrations with other tools and built-in automations

AI transcription becomes most effective when the tool allows integration with the systems used on a daily basis in your organization. This makes it easy to record and transcribe meetings without having to manually transfer files between tools. This 100% automated transcription process allows you to reduce errors resulting from manual handling (e.g. when assigning transcriptions of audio files to a specific lead in CRM).

The price of the solution

The cost of a subscription often depends on many factors, such as the number of hours of recording, access to advanced features or editing options. It is worth comparing price models, noting whether the fee is only for the transcription of the uploaded file or whether it includes real-time functions. Sometimes it pays to invest more to get better quality and fast content transcription.

Data security

When processing calls or audio transcription, special attention should be paid to how data is stored and protected. The chosen tool should ensure compliance with regulations such as GDPR, and may additionally have transmission encryption modules. If you want to take advantage of functionalities that use artificial intelligence, pay special attention to the type of information that your company will process in the AI model. We wrote more about data security in automation in our article: https://www.sagiton.pl/en/blog/automation-processes-and-data-security. When recording conversations with customers, also keep in mind the need to inform the interlocutor each time.

Accuracy of the transcription process

High transcription accuracy is a key element, especially when we want to use text quickly without the need for manual corrections. There are tools that can transcribe video taking into account different accents, speech tempo and context based on advanced artificial intelligence (AI) models.

What is the best AI transcription software?

Choosing the best transcription software depends on what specifically we need the technology for. Artificial intelligence (AI) today makes it possible to generate transcripts from many sources — from online meetings, to audio recordings, to video transcriptions. Below we present a compilation of the most interesting tools adapted to different formats:

1. Real-time transcription for online meetings

If you want to use speech recognition technology to quickly transcribe content during video conferences or webinars, it is worth finding a solution that integrates with popular platforms such as Zoom, Google Meet or Microsoft Teams.

Examples of tools:

• Gemini — an AI solution from Google that allows you to generate video transcripts during meetings on Google Meet.
• Otter.ai — automatically recognizes speakers, creates notes and summaries using AI. It supports English and offers speaker identification.
• MeetGeek — ideal for team meetings; generates an AI summary and allows you to track key decisions.
• Fireflies — integrated with most video conferencing platforms; allows recording, transcription and analysis of conversations.

2. Transcribe audio from your phone microphone and automatically create notes

For people who need to quickly translate audio recordings or voice notes into text, there are mobile applications with speech recognition. This type of audio transcription is useful, for example, if our salespeople work in the field and we want them to be able to create and send reports without access to a computer.

Examples of tools:

• Notta — a mobile application that allows you to transcribe recordings directly from the microphone. Supports many languages.
• Themes — simple and fast transcriber for audio files; offers an automatic transcription service at an affordable price.
• Google AI Studio — an experimental tool from Google that uses artificial intelligence (AI) for natural language processing (NLP).

3. Transcription of videos and video recordings

If your goal is to transcribe videos from webinars, vlogs or business meetings, it is worth reaching for tools that not only automatically transcribe the video, but also allow you to edit the transcript and export it to various formats.

Examples of tools:

• Trint — allows you to transcribe video recordings and automatically divide them into speakers. Ideal for creating blogs based on recordings.
• Sonix — supports more than 30 languages, offers automatic translations and fast transcription of video content.
• Beey — especially recommended for transcribing educational and marketing videos.

Which transcriber do we use most often? At Sagiton, we decided to use Fireflies, because it is a tool that fits into our operational needs. It has many native integrations and useful extensions that allow us to get the transcription of conversations without unnecessary work - the most important features of Fireflies (according to us):

• Ability to integrate with video conferencing platforms: Google Meet, Webex and others.
• AI Summary: instant summaries of key points from the meeting.
• Automatic splits into speakers: facilitate the subsequent analysis and archiving of conversations.
• Search in Transcript: thanks to natural language processing, you can quickly find specific parts of a conversation.

By using transcription in Sagiton, we not only improve the work of the team, but also gain the opportunity to quickly analyze and reuse content in written form - for example in newsletters, blogs or reports. Thanks to transcription, we can create high-quality material without having to manually rewrite the recordings, which in many cases would be very time-consuming.

Deploy AI transcription in your business and speed up internal processes

As you can see, text to speech technology has many applications and can effectively support the team in their daily work. With it, companies can document meetings more easily and analyze data faster. The implementation of such a solution is often a real step towards automation and greater operational efficiency. If you want to implement AI transcription, which, thanks to integration with other systems, will realistically accelerate internal processes in your company — contact us!