Use Zoom AI to Capture Action Items from Coordination Calls

What This Does

Zoom's AI Companion automatically transcribes and summarizes every coordination call, extracting the specific action items so you don't have to take notes while also talking — and nothing falls through the cracks.

Before You Start

• You have a Zoom account (Pro plan or higher — $15/mo)
• You're logged in to Zoom
• AI Companion is enabled in your account settings

Steps

1. Enable AI Companion in your Zoom settings

Log in at zoom.us → click your profile photo → Settings → AI Companion (left sidebar).

Toggle on: "Meeting summary" and "Action items from meeting summary." These settings apply to all future meetings automatically.

What you should see: Both toggles turn blue when enabled. You'll also see a disclaimer that participants will be notified when AI is active.

2. Start your coordination call as usual

Host the call through Zoom as you normally would. Zoom will automatically notify participants that AI features are active. No additional action needed from you during the call.

Troubleshooting: If you're joining someone else's meeting (not hosting), AI Companion may not be available. Ask them to enable it, or record your own notes from calls you don't host.

3. After the call, find your AI summary

End the meeting. Within 1-2 minutes, Zoom emails you the meeting summary. You can also find it in the Zoom web portal under Meetings → Previous Meetings → select your meeting → Summary tab.

The summary includes: key topics discussed, decisions made, and a list of action items with implied owners.

4. Review and paste relevant notes into your transaction file

Skim the action items. Look for anything assigned to you, your agent, the lender, or any other party. Copy the relevant action items into your transaction file notes in Dotloop/SkySlope/your platform.

Real Example

Scenario: You're on a 15-minute call with a lender who's updating you on a delayed appraisal for 4521 Oak Lane.

What you do: Host the Zoom call. Talk normally. After the call ends, check the AI summary.

What you get: "Meeting Summary: Discussed appraisal delay for 4521 Oak Lane. Appraiser rescheduled for Thursday. Action items: TC to notify buyer's agent of revised timeline by EOD today. Lender to extend rate lock through April 10. Follow up on appraisal results by Friday."

Time saved: 10 minutes of note-taking during and after the call, replaced by a 60-second review of the AI summary.

Tips

• If a call happens on the phone (not Zoom), use Otter.ai as an alternative — it transcribes phone calls and provides similar AI summaries
• For calls where you can't record, use ChatGPT right after: type your bullet-point notes and ask it to format them as action items
• Paste your Zoom summaries directly into your transaction platform notes to build a clean audit trail

Tool interfaces change — if a button has moved, look for similar AI/magic/smart options in the same menu area.