For Court Clerks ·
What you'll accomplish
Meeting minutes that used to take 30 to 45 minutes of note reconstruction now take under 10. Otter.ai handles the transcript automatically; you verify and finalize.
Important: This guide is for administrative staff meetings, not official court proceedings. Official court proceedings are recorded by the court's official recording system; this tool is for internal administrative use only.
What you'll need
What you should see: The Otter dashboard with a "New Conversation" button and your transcript history.
Before starting, tell all participants: "I'll be recording this meeting using a transcription app to help with the minutes. Is everyone okay with that?"
Wait for consent before proceeding. If anyone objects, take notes manually as you normally would.
On your smartphone:
What you should see: A live transcript appearing on your screen as people speak. Words appear within a few seconds of being said.
What you should see: A structured summary with: main topics discussed, decisions noted, and action items with any names mentioned.
The AI handles capturing everything; you handle the official formatting and sign-off.
Convert Otter summary to formal minutes:
Convert these meeting notes into formal administrative meeting minutes: [paste summary]. Include: agenda items, decisions, and action items. Format for [Court Name]. Formal style.
Extract action items only:
From these meeting notes, extract only the action items, meaning specific tasks assigned to specific people with deadlines if mentioned: [paste Otter summary]
Draft a follow-up email:
Based on these meeting notes, draft a follow-up email to all staff summarizing the key decisions and their action items: [paste summary]