Use Otter.ai to Capture Client Meeting Notes

1. Open your phone's App Store → search "Otter AI"
2. Download Otter: AI Meeting Notes & Transcribe
3. Open the app → tap Sign up with your personal email
4. Allow microphone access when prompted

What you should see: The Otter home screen with a large recording button

1. Tap the three-line menu → Workspaces → Create workspace
2. Name it "Client Meetings" or "Insurance Work"
3. This keeps work recordings separate from personal use

1. Tap the large Record button (microphone icon)
2. Speak a test: "Testing Otter. Client name: ABC Construction. Date: [today]. Topics to cover at renewal: coverage limits, equipment floater, auto schedule update."
3. Watch the transcript appear in real time
4. Tap Stop when done

What you should see: A text transcript of your test, appearing word-by-word as you speak

For phone calls:

1. Put the call on speakerphone
2. Open Otter → tap Record
3. Set your phone face-up on your desk and conduct the call normally
4. Otter transcribes both sides of the conversation

For in-person meetings:

1. Open Otter → tap Record
2. Place your phone face-up on the table between you and the client
3. The meeting records automatically; Otter identifies different speakers

After the meeting:

1. Open the transcript in Otter
2. Tap the Summary tab — Otter generates key points and action items automatically
3. Copy the summary and paste into a Claude or ChatGPT chat:

Extract the action items and insurance coverage changes discussed from this meeting transcript. Format as an AMS activity note: [paste transcript or summary]

1. Paste the clean output into your AMS as an activity note for the account