Choosing meeting transcription software can feel overwhelming: every vendor promises accuracy and ease, but the features that actually matter for your team aren't always obvious. This checklist cuts through the noise. You'll learn what to look for in accuracy, platform support, whether a bot joins the call, export options, and privacy—plus a short comparison so you can evaluate tools quickly.
Accuracy and language support
The best meeting transcription software delivers readable, reliable text from your calls. When comparing options, look for:
- Reported accuracy – Many tools cite 85–98% word error rate (WER) in ideal conditions. Real-world accuracy often drops with background noise, accents, or technical jargon. Prefer vendors that publish benchmarks or allow trials in your environment.
- Speaker identification – Clear "who said what" matters for follow-ups and compliance. Check that the tool supports multiple speakers and doesn't collapse everything into one block.
- Language and jargon – If your meetings use industry terms or multiple languages, confirm the tool supports them. Some handle only English; others support dozens of languages and custom vocabulary.
Independent tests (e.g. benchmarks on transcription accuracy) can help you compare beyond vendor claims. For critical use cases, plan for a quick review pass—no software is perfect in every scenario.
Platform and meeting support
Your meeting transcription software should work where your meetings happen. The big three are Google Meet, Zoom, and Microsoft Teams. Check:
- Browser vs app – Many tools work only when you join via the browser (Chrome, Edge). If your org uses native Zoom or Teams apps, confirm the tool supports your setup.
- Real-time vs post-meeting – Some tools show a live transcript during the call; others deliver the transcript after. Both are valid; choose based on whether you need in-call reference or just a record and summary.
We've written step-by-step guides for each platform: Google Meet transcript, Zoom transcript in the browser, and Microsoft Teams meeting transcript. Use them to see how no-bot transcription works on your platform.
No-bot option
A crucial question: Does the tool join the call as a participant? Bot-based meeting transcription software appears in the participant list; everyone sees it. That can hurt trust—47% of sales professionals report losing deals because of meeting bot concerns—and trigger compliance or legal review. No-bot tools capture audio from your device or browser (e.g. via a Chrome extension) and never appear as an attendee. You still get full transcripts, speaker IDs, and AI summaries—without a visible third party in the room.
When evaluating software, look for wording like "no bot," "runs in the background," or "captures from your device." For the full picture, read how to get meeting notes without a bot and why meeting bots kill deals.
Export and integrations
Transcripts are only useful if you can use them where you work. Check:
- Export formats – Common options include plain text, PDF, and sometimes DOCX or SRT (for subtitles). If you need to paste into a CRM or knowledge base, text export is essential.
- Integrations – Many teams want one-click push to Notion, Slack, Google Docs, or their CRM. See which integrations are built in and whether they fit your workflow.
- API or bulk export – For larger or technical teams, an API or bulk export can matter. Not every tool offers it; add it to your list if you need automation.
Privacy and compliance
Meeting content is sensitive. Your meeting transcription software should make data handling and compliance easy to understand. Look for:
- Where data is processed and stored – Is processing in the cloud or on your device? Where are transcripts stored, and for how long?
- Certifications – For enterprise or regulated use, SOC 2 and GDPR alignment are common requirements. Vendors that publish a security or compliance page (and don't join the call) often get through legal faster. The GDPR and SOC 2 frameworks are good reference points.
- Retention and deletion – Can you delete transcripts on demand? What's the default retention? Clear answers here reduce compliance risk.
Comparison at a glance
Use this checklist when comparing meeting transcription software:
| Feature | What to look for |
|---|---|
| Accuracy | Benchmarks or trials; speaker identification; support for your languages and jargon |
| Platforms | Google Meet, Zoom, Teams; browser vs app; real-time vs post-meeting |
| No bot | Does not join the call; captures from your device or browser; no extra participant |
| Export | Text, PDF, or other formats; integrations (Notion, Slack, CRM); API if needed |
| Privacy | Clear data handling; SOC 2 / GDPR where required; retention and deletion controls |
For a deeper comparison of accuracy, no-bot options, and pricing across tools, see our AI meeting transcription comparison 2025.
Key takeaways
- Accuracy – Check benchmarks and speaker support; plan for review when it's critical.
- Platforms – Confirm support for Meet, Zoom, and Teams in your setup (browser or app).
- No bot – Prefer tools that don't join the call when trust and compliance matter.
- Export – Ensure formats and integrations match how you use notes (Notion, Slack, CRM).
- Privacy – Look for clear data handling, certifications, and retention controls.
Use this checklist to narrow down options and try the ones that fit. If you want AI meeting transcription without a bot in the call—for better trust and simpler compliance—try W3copilot for Meet, Zoom, and Teams.