The Most Underrated AI Tool in My Workflow Isn’t ChatGPT, It’s My Note-Taker

ChatGPT gets all the hype, and, I mean...I get it. It writes captions, brainstorms ideas, and, if you're great at directing it, can help you sound like you’ve got a whole team behind you. And don’t get me wrong, I do use it fairly often.

But the AI tool that’s quietly changed my business the most doesn't have hundreds of ways to use it, and it's not the trendiest. It's just reliably helpful.

I don't know what I did before my automatic note-taker. Well... I do know, but I didn't love it.

I use HoneyBook to manage my client workflows, and while this isn’t sponsored (yet?), it should be, because I love it.

One of Honeybook's most underrated features is the built-in note-taking during client meetings. It records, transcribes, and summarizes every Zoom call, and it has dramatically improved how I handle discovery calls, onboarding, and even long-term strategy sessions.

It’s not sexy. It won’t write your next video script, design your life plan, or generate cartoon brainrot (shoutout Tung Tung Sahur). But it saves me hours, clears my brain, and stops me from scrambling to remember what a client said last Tuesday at 2 PM.

Here’s how AI note-takers transformed my creative process, and why I think more service-based business owners should start using them.

Why Manual Note-Taking Was Slowing Me Down

Before I started using AI note-takers, I thought I had to be a one-woman transcription machine. I thought I had to use 110% of my brainpower to remember everything that was talked about.

On every call, I’d try to stay fully present while also jotting down key phrases, client preferences, to-dos, timeline changes, and little moments that might matter later. But I missed things all the time.

Despite occasionally typing away in Notion at 68 WPM and 99% accuracy, sometimes I’d miss the exact phrasing a client used, phrasing that made a huge difference in their brand voice or messaging.

Other times, I might scribble a note on a sticky note I thought made sense, only to look back and realize it was vague or incomplete, and I really honestly couldn't figure it out.

Worse, I’d spend hours after the call trying to organize all these thoughts into something legible for proposals or content plans. And if I needed to reference something later? I had to dig through notebooks, sticky notes, and half-finished drafts to piece it all back together.

It wasn’t efficient, and it certainly hurt my ability to help my clients. Sure, having an assistant would’ve helped, but I was a fresh post-grad running a business from my bedroom after clocking out of retail. It wasn’t happening.

While I did brace tight, managing to take notes while talking with my clients about their vision, the second AI notetaking was introduced to the world, I realized multitasking during a client call isn’t a badge of honor, it’s a liability. And once I let go of the pressure to remember everything in real-time, I was finally able to show up with more clarity, more focus, and better follow-through.

How AI Note-Takers Changed Everything

When I discovered HoneyBook’s built-in AI note-taker, I’ll admit, I wasn’t expecting much. I thought it would just record audio or maybe spit out a generic transcript I’d never read.

But I was wrong. It does so much more than that, and it works with how I already operate.

Now, when I hop on a Zoom call with a client, the notetaker automatically joins the call, and I let it handle the heavy lifting. It captures the full conversation, transcribes it clearly, and automatically creates a written summary that highlights key decisions, action items, and client concerns. It even organizes the content in a way that’s easy to skim when I look back at it later.

I don’t have to pause mid-call to write things down. I don’t have to worry if I missed a date, a detail, or a random genius comment a client casually dropped. And I definitely don’t have to block out two extra hours afterward just to figure out what was talked about.

Even better, those notes live inside the client’s project workspace, so when I’m building a proposal, writing out their brand strategy, or double-checking their deliverables to make sure I covered all their revisions, I

pull from their exact phrasing. It keeps the copy aligned with their voice and makes everything feel more collaborative than guesswork.

That shift alone has saved me so much time, and honestly, a lot of stress.

The Ripple Effect on Client Experience and Efficiency

Using an AI note-taker hasn’t just helped me behind the scenes. It’s made a real difference in how my clients experience working with me.

For starters, follow-up emails are faster and more detailed. I don’t have to say “I think you mentioned…” or “Remind me what you said about…” because I already have it. The summary is right there. I can send a polished recap with next steps minutes after the call ends, which makes the process feel smooth and intentional.

Clients feel heard. Their words are reflected back in the work I do. And I’m able to catch things that might otherwise slip through the cracks, whether it’s a small brand detail or a major business goal they casually mentioned.

When they see that I'm capturing the nuance of what they’re saying and turning it into clear, actionable output, I notice my clients are a lot more confident in my process. And that confidence leads to better buy-in, better results, and longer-term partnerships.

It reduces decision fatigue and makes handoff moments much easier. Everything’s documented, and everything has context. I don’t have to dig through old emails or try to remember what we said three weeks ago.

It’s like having a searchable memory bank of every project. It's my second brain, and it works quietly in the background while I stay focused on what matters most.

Why More Creatives and Service Providers Should Be Using This

When people think of AI, they usually imagine complex tools that require steep learning curves or expensive subscriptions. But what I’ve found is that some of the best AI tools are already built into the platforms you’re using every day.

Tools like HoneyBook Notetaker, Zoom Smart Recap, and Gemini, integrated into Google Meet, don’t require a whole new tech stack. They just quietly elevate the systems you already rely on, especially if you’re a service provider juggling multiple clients, meetings, and timelines.

Still, so many creatives overlook AI features integrated in their tools because they assume they’re either too basic to matter that much or too complicated to figure out. Neither is true.

These tools are designed for exactly what we need: clear communication, time-saving documentation, and easier delegation. And the best part is you don’t have to remember everything anymore. You just have to show up, speak, and let the tech catch the rest.

For solopreneurs, small teams, and client-based businesses, this kind of quiet support can be the difference between burnout and momentum. It’s your tool to support your brain so you can stay present, creative, and on top of your work without always feeling behind.

Tips for Getting the Most Out of AI Note-Takers

If you’re curious about trying this out, or you already have access to a note-taker you’ve never used, here are a few practical tips to make the most of it:

• Start with the tools you already have. Check if your CRM, video conferencing app, or project management tool has a built-in transcription or meeting summary feature. (HoneyBook, Zoom, and Google Meet all offer this.)

• Use it during solo planning, too. Don’t limit your note-taker to client calls. I use it when I’m brainstorming brand strategy, outlining a service, or talking through ideas. It’s like having a searchable stream of consciousness.

• Customize key terms. If your tool lets you add terms (like client brand names, acronyms, or industry-specific phrases), take the time to do it. It helps reduce weird typos and improves accuracy.

• Refer back often. Don’t let the notes sit idle. Use them to draft proposals, write onboarding emails, guide creative decisions, or prep for your next meeting.

• Keep everything organized. Whether it’s tagging your summaries or saving them inside the client’s folder or workspace, a little organization upfront will save a lot of headaches later.

This doesn’t have to be overwhelming or high-tech. It’s about using what’s available, building it into your routine, and letting the support systems do what they’re meant to: support you.

Let the Robots Take Notes so You Can Focus on What You're Good At

The best tech in your workflow isn’t always the flashiest. Sometimes, it’s the tool that shows up in the background and keeps you from dropping the ball.

AI note-takers haven’t just improved my productivity. They’ve enhanced the way I communicate, deliver, and serve my clients. They allow me to be fully present in meetings, follow up faster, and turn conversations into action without burning myself out.

If you’re a creative, coach, or service-based business owner still trying to take perfect notes while leading a call… it might be time to let go of the multitasking and let AI lend you a hand.

Trust me, your brain (and your clients) will thank you.