We all know one thing recruiters absolutely dread taking notes during meetings. And to top that, most of us spend about two workdays a week in meetings. That’s two days you’ll ever see again.
But that’s not the worst part for recruiters. For them, meetings are everything. They have to actively listen, ask the right questions, take notes, update those notes to their ATS, generate meeting recaps, and then get submittals ready.
Imagine recruiters doing all this and so much more.
And that’s what we’re talking about today - letting an AI notetaker do the heavy-duty work, while you focus on tasks that need human supervision.
In this article, we’ll look at:
Why are Meeting Recaps Important?
1. They let you focus on the takeaways clearly.
2. They act as useful memory recalls
3. They help promote accountability.
4. They create a recruitment knowledge base.
How is a Meeting Recap Different from MoM?
Meetings recaps summarize the entire meeting - they highlight the main points the action items, and what was discussed in the meeting. Their main purpose is to help meeting attendants look back at something as a refresher when they leave the meeting.
Writing meeting recaps used to be a tedious process. A team member would transcribe the entire meeting, pick out the main point, the deliverables, and compile everything in a document to share with the attendees.
But with AI (especially AI notetakers), the job got much easier.
AI meeting assistants like Quil not only transcribe the entire meeting - they make actionable recommendations, summarize the entire meeting, and make a recruiter’s life much, much easier.
Here’s how they help.
The answer is pretty clear already, but let’s “dive deeper” into why meeting recaps are important.
That means you won’t have to mind all the “fluff” conversations that happened during the meeting. You stick to the exact agenda.
Memory recalls are important because as humans, we have the forgetting curve.
This “Curve” defines why we forget things and how much time it takes for an average person to forget them. Meeting recaps serve as the antidote to this forgetting curve. They combat memory decay and help you remember the important points from the meeting.
Meeting recaps show the action items and who is responsible for executing them. That means everyone will know what their tasks are - so that encourages ownership of action items.
That means they store everything important in a database - past strategies that worked, candidate preferences, client insights, and so much more.
MoM, or Minutes of Meeting, is a written record of everything that happened during the meeting: the decisions, the tasks, and the actions. MoM may be used for both internal stakeholders and external use. For internal purposes, it serves as a reminder of key decisions that took place.
For external - it helps with transparency. Plus, the MoM is approved by all attendees before it becomes official.
However, MoM differs from a meeting recap.
Aspect
Meeting Minutes
Meeting Recaps
Definition
A formal, detailed record of the meeting, capturing discussions, decisions, and attendees.
A brief, informal summary of key takeaways, decisions, and action items from the meeting.
Detail
Highly detailed, often includes all points discussed, sometimes even word-for-word.
Concise, highlights only the important points, decisions, and actions needed.
Style
Formal, structured format, often with specific templates and sections.
Informal, conversational style, usually easy to skim.
Purpose
Serves as an official, legal record of the meeting for future reference and accountability.
Acts as a reminder and a quick reference for team members to stay on the same page and track action items.
Audience
Shared with a wider audience, including stakeholders, executives, and anyone needing a formal record.
Primarily for team members or relevant attendees to reinforce understanding and follow-up actions.
Approval
May require review, edits, and formal approval by attendees or higher management before finalization.
Usually does not require formal approval; may be edited or updated by attendees as needed.
Delivery Format
Mostly shared as a document or stored in a company’s records system; accessible for historical reference.
Sent via email, messaging app, or document, and may be more temporary or revised over time.
Frequency
Commonly created for important or recurring meetings, such as board or committee meetings.
Useful for quick follow-ups, often after regular team meetings or project updates where formal minutes aren’t needed.
Retention
Often kept in company archives for legal and organizational record-keeping.
Generally kept for short-term reference; can be discarded once action items are completed.
Responsibility
Typically prepared by an assigned administrator, like a secretary.
Often prepared by the meeting host. Or an AI notetaker.
AI is changing a lot of things in recruitment. It’s “shaking things up” as you’re reading this.
AI notetakers, AI meeting assistants, and a dozen other recruiting tools. Even with all these advancements, the recruitment industry continues to experience steady growth after an episode of downward trajectory.
The recruitment market is predicted to reach $942.5 million by 2030.
And AI notetakers (like Quil) are playing a huge role in this.
They’re not here to take up your recruiting job, but they make the entire meeting experience so breezy.
And if you haven’t already tried Quil, you’re missing out. Access your 7-day free trial here and witness the magic yourself.
Quil is an AI notetaker specifically built for third-party recruiting firms.
It transcribes, generates meeting recaps, presents analytics, and updates your ATS automatically.
Plus, it follows every compliance rule there is, so you never have to worry about your data being compromised.
Imagine this: you’re interviewing a candidate with a very technical background. And you can’t grasp all the “terminologies” he’s using. Even if you’re a technical recruiter, you’ll have a hard time jotting all that information down.
That’s a situation Tiffany faced. And here’s how Quil jumped to the rescue:
The biggest bottleneck for me was spending too much time on administrative tasks after interviews, especially typing notes into the ATS. Quil has been a game-changer, saving me 15-20 minutes per phone interview. It’s much more efficient to work from the notes Quil provides than starting from scratch. Plus, I can now focus more on the call instead of writing things down—it’s a huge time-saver! ~ Tiffany Becker (Professional Recruiter, My Business Resource.)
Plus, without a memory refresher (aka AI-generated meeting recaps), it becomes really hard to retain information. In fact, the forgetting curve makes you forget 50% of all new information.
That’s where Quil’s AI notetaker serves as the ultimate memory refresher.
This feature is recruitment-specific.
We built based on customer feedback, and safe to say, it’s built to help recruiters in the way they expect.
Quil compiles meeting notes and takes all the important candidate information from there.
It then plugs it into your ATS - no matter what it is. We currently support over 30+ integrations - but if you don’t see a CRM or ATS we don’t support, you can always send in a request and our product wizards will make it happen.
With the automated ATS updates, recruiters can pull up details like candidate names, specific skills, job titles, or even availability directly from the transcript.
For example, a recruiter can instantly locate a candidate’s unique skills discussed in previous meetings or find a hiring manager’s feedback on a specific role.
This is really helpful when you’re handling dozens and hundreds of applications with multiple team members - and ensure no detail gets overlooked.
See how Quil helped Troy - our wonderful customer - with his recruiting needs:
@https://www.youtube.com/watch?v=pTjMU5ESrMI
An AI notetaker will take up 80% of the work, but it’s your job to maximize how it helps you. Here’s how to do that:
Think of the objective as the north star of your recap—it’s the “why” behind everyone’s time and attention. Was this meeting a high-stakes brainstorm? A check-in on candidate progress? Setting this context right at the top gives everyone a clear sense of direction. Bonus: it’s a lot more engaging than a recap that just dives into details with no context!
Try kicking things off with something like, “Objective: Align on candidate selection for X position and finalize next steps.” That way, even those who missed the meeting get a good sense of its importance and purpose. In short, skip the fluff and start with the big picture.
Let’s keep it real: no one wants to read a novel in recap form. So stick to the gold - main discussion points, key decisions, and, above all, action items.
Action items are what drives the whole operation forward. Without them, a recap is just a friendly newsletter, not a productivity powerhouse.
For each action, cover these:
Example?
Instead of saying “Follow up on candidate availability,” make it specific: “Reach out to candidate X to confirm availability by [date] (assigned to Sarah).” Clear, actionable, and no guesswork required!
Ever opened a recap that looked like one giant paragraph block? Not exactly a warm invitation to dive in. Structure makes all the difference!
Bullet points, clear sections, and bolded key takeaways make reading easy and keep everyone engaged.
Organize sections like “Key Decisions,” “Next Steps,” and “Follow-Up,” so team members can zone in on the info that matters to them.
Quil’s automation does this heavy lifting, but if you’re DIY-ing, take the time to make it scannable. Your team will thank you (even if it’s silently).
A lot of people don’t find meetings “productive” enough. That’s not because meetings have no value - it’s because you’re not maximizing their value.
The key is to keep them short, stick to the agenda, and always share meeting recaps so every teammate stays accountable.
But creating these recaps manually isn’t the way forward. When automate is there, why waste time on tedious tasks when you can focus on other important things?
No matter which industry you work in, it’s really important to have an AI meeting assistant by your side. And if you’re a third-party recruiter, click here to book a demo with Quil.
You’ve already wasted too much precious time. See you on the other side!
Quil is an AI notetaker for recruiters, automating the manual recruitment process for recruiters and large hiring agencies. It counters redundant admin tasks like note-taking during interviews and manually updating the Applicant Tracking System (ATS) post-interviews. Plus, it integrates with your favorite platforms like Zoho Recruit, Lever, Top Echelon, HubSpot, and Salesforce, making the entire hiring process feel like a breeze.
