In short
The best place to share meeting notes is wherever your team already looks: the project's channel, the wiki page for the project, or the ticket the meeting was about.
Share the notes — decisions, action items with owners, open questions — the same day, and keep the raw recording out of it unless there is a reason to include it.
This guide covers what to share, where, and how, including how to share from a notetaker that keeps everything on one person's computer.
Share notes, not the meeting
A team does not need the meeting again. It needs to know what changed because of it.
Share:
- Decisions, each in one sentence.
- Action items, each with an owner and a date.
- Open questions, and who is finding out.
- A short summary for people who were not there, if the context is not obvious.
Share on request, or in excerpts:
- The transcript, or the part of it where something precise was said: a requirement, a commitment, a number. Quote the lines, with the time.
Usually do not share:
- The audio. A recording of someone's voice is more personal than notes of what they said, and the people recorded agreed to your notes, not necessarily to their voice being passed around. If you do need to share audio, say so when you ask to record.
- Unchecked AI summaries. Read them against the transcript first. An AI summary can record a commitment nobody made; once it is in a team channel, people act on it.
The meeting notes template gives a structure for the notes themselves.
Where to put them
Pick one place per kind of meeting and stick to it.
| Meeting | Where the notes go | Why |
|---|---|---|
| A project meeting | The project's wiki page or channel | People working on it already look there |
| A decision meeting | A decision log, linked from the project | Decisions get questioned months later |
| A customer call | The customer's record in your CRM, or the account's shared document | The next person to talk to them needs it |
| A 1:1 | A private running document shared by the two of you | It is not for the team |
A separate notes tool that only some people open is where notes go to be forgotten.
Chat channels
Good for short notes that need to be seen today. Post decisions and action items in the message itself, not as an attachment people have to open. Mention the owners of action items so they are notified.
A wiki or shared document
Good for notes people will come back to. Use one page per project with dated sections, or one page per meeting linked from the project page. Consistent titles make them searchable: "Harbour planning — 18 September 2026", not "Notes".
Tickets and tasks
Put each action item where the work is tracked, and link it back to the notes. An action item that only exists in meeting notes is one nobody sees again.
A message you can copy
**Harbour planning — 18 September 2026**
Ana, Tom, Marc
**Decided**
- Offline mode moves to 2.5. 2.4 ships the sync fixes only.
**Actions**
- @Tom — sync fix branch ready for review — Mon 22 Sept
- @Marc — tell Northwind the 2.4 date — Fri 19 Sept
**Open**
- Does the 2.5 date still hold with offline mode added? Ana to check with design.
Full notes: <link to the wiki page>The names are fictional. Keep the message short enough to read in the channel without expanding it.
Keep AI labels when you share
If an AI wrote part of the notes, say so where it appears. Readers treat an AI summary differently from notes a colleague checked, and they should. The simplest convention is to keep the tool's "AI-generated" label on anything you have not rewritten, and to mark what you edited.
How to share from Notey
Notey is a personal tool. It records and transcribes on your Mac and has no shared workspace, no team library and no integrations with Slack, wikis or CRMs. Sharing is a copy and paste.
- Open the meeting and go to the Notes tab.
- Choose the note you want — the summary with action items, minutes, a follow-up email — or the transcript.
- Export it as Markdown, either to the clipboard or to a file. You can export the summary, any single note, the transcript, or everything.
- Paste it into the channel, the wiki page or the ticket.
The export keeps Notey's labels: text the AI wrote is marked as AI-generated, and anything you edited is marked as edited by you. Exporting meeting notes as Markdown and transcripts as text covers the options, and getting meeting notes into Obsidian or Notion covers two common destinations.
Notey's Team plan is one bill for several people's AI notes. It does not add sharing: each person's meetings stay on their own Mac. For a team deciding how to use a notetaker together, see rolling out a meeting notetaker to a small team.
The audio stays on the Mac that recorded it. Nothing in the export includes it.
A habit for the whole team
- Whoever records the meeting shares the notes, the same day.
- Notes go to the agreed place for that kind of meeting.
- Action items are copied into wherever the work is tracked.
- Audio is not shared unless there is a reason, and the people recorded were told.
- AI-written text is labelled until someone has checked and rewritten it.
This is the kind of rule worth writing down once, alongside when meetings are recorded at all. It works with any notetaker, and with none. Consultants and others who share notes with clients rather than colleagues will find the client version in AI meeting notes for consultants.
Frequently asked questions
What is the best way to share meeting notes with a team?
Put them where the team already works — the project's channel, the wiki page for the project, or the ticket the meeting was about — rather than in a separate notes tool people have to remember to open.
Should I share the recording or the transcript?
Usually neither. Share the notes: decisions, action items and open questions. Share a transcript excerpt when the exact words matter, and keep the audio to yourself unless there is a specific reason and the people recorded would expect it.
How soon should meeting notes be shared?
The same day. Notes shared a week later record what people remember, not what was agreed, and action items have already slipped.
Can Notey share notes with my team directly?
No. Notey has no shared workspace and no Slack or wiki integration. You export notes as Markdown to the clipboard or a file and paste them where your team works.