Set Up Zoom My Notes for Smarter Phone Calls (Full Transcript)

[00:00:02] Speaker 1: Sticky notes and scratchpads? Yep, we've all been there. Taking and managing accurate notes has long been a tedious, painful, and time-consuming process. But that's all in the past with My Notes by Zoom. My Notes is your personal AI note-taking assistant that helps you in meetings, phone calls, and even in-person conversations. It's available on both desktop and mobile. Now, My Notes automatically captures all the details that matter, so you can stay fully present and pay attention in a discussion. Now, in this brief tutorial, we will take you behind the scenes. First, how to quickly set up My Notes for your organization. It pretty much works out of the box, so pretty simple there. And then we'll show you how to use it in your day-to-day conversations to maximize productivity. Let's get started. Let's quickly walk through the settings required for My Notes to work with Zoom Phone. We're going to start here in the Zoom Admin Portal under Account Management, Account Settings, and navigate over to the My Notes tab. Like I mentioned before, My Notes is enabled out of the box. And you'll see here it's already enabled for Zoom Platform. It works in Zoom Meetings and other meetings out of the box. And we just have to make sure that we enable this setting, allow users in your account to transcribe Zoom Phone calls with My Notes. We can go ahead and also lock the setting to enforce this capability throughout your organization. Now, although not required, I highly recommend this additional option. Auto-generate summary when note is completed, and also auto-send summary emails when note summaries are generated. This is a fantastic feature for My Notes to generate summaries automatically at the end of meetings or at the end of phone calls and then send it to you via email. That's it. That's all the settings that's required to enable My Notes for Zoom Phone. There are other settings here that control access, allow notifications when you're using other third-party applications, disclaimers, and retention controls. That's everything you need on the admin side. Let's go ahead and see it in action. Once My Notes has been enabled for Zoom Phone, users can start right away. However, I recommend one setting that makes life easy. If you go under Profile, Settings, under Phone, navigate to the Auto-start My Notes setting. Without this enabled, at the beginning of every phone call, My Notes will prompt the user to start taking notes. With this enabled, it's the real set it and forget it setting. Now My Notes will run on every single phone call automatically, which makes it super simple. So let's go ahead and place a phone call. And let's dive into a conference call. We've all been in those very complicated conference calls where there's a lot of people talking. It's moving fast. It's very chaotic. And you're just having a hard time taking notes. And this is where My Notes shines. So let's go ahead and dive into this call.

[00:03:18] Speaker 2: This call is being transcribed. This is the weekly sync for Project Helios. Our migration of the customer analytics platform to the new cloud stack.

[00:03:27] Speaker 1: And let it run. You'll see here that My Notes is already running in the background. It's capturing all the different speakers automatically. It's capturing all the details. Let's navigate this My Notes panel real quick. You can click on here to allow Zoom AI to run alongside My Notes. And you can use it to add queries. You can add manual notes in this section. And then if we click on the three dots here, you'll see some additional options for copying, auto-generate summary, and go to notes page where we're done. So this conference call is going behind the scenes. But let's say you're in a situation where you're either multitasking, you're not paying attention, you lost track of the call essentially. Well, this is where you can ask My Notes specific questions about the call. For example, who from QA is on the call? It's one of those frequent issues that you have where you didn't catch a name or you're bad with names, which I'm horrible at names. And you can see here that Zoom AI has quickly informed you who from QA is on the call, which is fantastic. Now, let's say the call is underway. Lots of dates and timelines, action items have gone by, and you're not quite sure where things stand. You've been multitasking and not really paying attention. Now, this is where My Notes shines. You can ask My Notes to catch you up on the call. All right, I think you see here the call summary so far. You've got the project, Helios. You've got the specific attendees, current status, key dependencies, QA timeline, main commitments, which is fantastic, capturing all the different things that are going on. And then you've got the call summary. So let's say you're on the call, and you're not quite sure where things stand.

[00:05:51] Speaker 2: You've got the key dependencies, main commitments, which is fantastic, capturing all the different dates.

[00:05:54] Speaker 1: Now, let's say real life happens, and you need to take this call on the road. My Notes for Zoom phone works on mobile as well. So let's go ahead and bring the mobile into this picture. And let's go ahead and switch this conference call to mobile. You can see here My Notes is working on the mobile The call has been transferred to mobile seamlessly. All right, it looks like the call has ended. And you can see here, with that setting enabled, about Zoom AI generating automatic summaries at the end of every call, provides a professional summary about the call, key outcomes, dependencies, action items, which is all fantastic. Even after the call ends, you can keep asking My Notes questions about it. For example, what are my action items? So it's going to dig through the call and summarize the action items. But it looks like nothing, Ben does not appear to have any assigned project action items. Which is great. You can see here on the main My Notes panel, you have access to the manual notes, the transcript, any workflows that you've designed, and then you can also add tags as well. You can see here the professional summary that's been generated, key outcomes, decisions made, progress and status. And if you don't like this format, go ahead and change the format to brainstorm, discussion format, lecture note, et cetera. Customization is yours to control. Now, what's great about using My Notes across the Zoom platform is that now you have all your notes in one place, from Zoom meetings, to Zoom phone calls, to in-person conversations. And you can ask Zoom AI to, for example, summarize my weekly activity, list all my to-do items from all my meetings. So you have all your notes in one place. So you can see here Zoom AI scans through all your notes, combines them, and delivers a professional weekly summary of all your activity, the projects you've been working on with the sources cited right alongside. From here, you can copy or save it off wherever you need. And that's My Notes for Zoom phone. Wrapping up, it's super simple to set up for your organization. And then users benefit from it working seamlessly in the background for every call, desktop or mobile, capturing accurate notes, action items, and summaries automatically and making them available when they need them. The result is that you spend less time writing, greater focus on conversations, and a reliable record users can act on with confidence. And we encourage you to enable My Notes and put it to work on your next call. Thanks for watching.