Otter.ai for Meeting Transcripts

Step 1: Set Up an Otter.ai Account

1. Create an Account:

   • Sign up for an Otter.ai account at otter.ai.

   • Choose a plan (Free, Pro, Business) based on your needs. Note: Real-time transcription requires a Pro or Business plan.

2. Verify Your Email:

   • Confirm your email to activate the account.

Step 2: Set Up a Zoom Account

1. Create or Log In:

   • Sign up or log in to your Zoom account at zoom.us.

   • Ensure you have a Pro or higher Zoom plan if you want advanced features like live captions.

2. Enable Cloud Recording (Optional):

   • Navigate to Settings > Recording > Enable Cloud Recording, which allows Otter.ai to transcribe recordings automatically.

Step 3: Integrate Otter.ai with Zoom

1. Log In to Otter.ai:

   • Access your Otter.ai dashboard.

2. Navigate to Integrations:

   • Go to Settings (gear icon) > Integrations > Click Connect Zoom.

3. Authorize Access:

   • Sign in to your Zoom account if prompted.

   • Grant permissions for Otter.ai to access your Zoom account by clicking Authorize.

4. Select Sync Options:

   • Enable Otter.ai to automatically sync and transcribe all meetings or select specific meetings for transcription.

Step 4: Configure Zoom Settings for Real-Time Transcriptions

1. Enable Closed Captioning:

   • Go to Zoom Settings > In Meeting (Advanced) > Enable Closed Captioning.

   • Check Allow live transcription service to show transcript on the side panel in-meeting.

2. Turn on "Allow Participants to Save Captions":

   • Let meeting participants save live captions and transcripts if necessary.

Step 5: Start Using Real-Time Transcriptions

1. Schedule a Meeting:

   • Schedule your Zoom meeting as usual.

2. Start Otter Live Notes:

   • Open the Otter.ai app or website.

   • Click My Conversations > Record via Zoom.

   • Otter will automatically join your Zoom meeting as a virtual participant (if set up for live notes).

3. Enable Live Transcription in Zoom:

   • Once the meeting starts, click Live Transcript in the Zoom toolbar.

   • Select Assign a 3rd Party CC Service and enter the Otter.ai API token if prompted.

Step 6: Share and Save Transcriptions

1. Access Real-Time Transcription:

   • During the meeting, view the real-time transcript in Otter.ai or Zoom's transcript panel.

2. Save and Share:

   • After the meeting, access the transcript in Otter.ai.

   • Edit, download, or share the transcript with participants via email or shared link.

Step 7: Optimize and Monitor Usage

1. Review Integration Settings:

   • Periodically check Otter.ai integration settings to ensure everything is running smoothly.

2. Refine Accuracy:

   • Train Otter.ai to recognize industry-specific terms by uploading a glossary of key terms and names.

3. Monitor Usage:

   • Track meeting transcription history in Otter.ai and ensure you stay within your plan’s limits.

Step 8: Provide Training for Your Team

1. Host a Tutorial:

   • Conduct a training session to demonstrate how to use Otter.ai for transcription during Zoom meetings.

2. Share Guides:

   • Distribute step-by-step guides to team members for independent setup.

a Deployment Plan

1. Determine Team Size:

   • Identify the number of users (e.g., departments, teams) who will use Grammarly Business.

2. Set Up Administrator Roles:

   • Assign an admin to oversee account management and onboarding.

Step 3: Create a Grammarly Business Account

1. Sign Up:

   • Visit Grammarly Business and create an account.

2. Set Up a Subscription:

   • Choose a plan that matches your organization’s needs (based on user count and features required).

3. Add Team Members:

   • Use bulk invitations via email or upload a CSV file with team details.

Step 4: Configure Organizational Settings

1. Customize Style Guidelines:

   • Define tone preferences (e.g., formal, friendly, concise).

   • Add custom rules or company-specific terms (e.g., product names, industry jargon).

2. Set Goals:

   • Use Grammarly’s Goals Feature to tailor suggestions based on audience, intent, and tone.

Step 5: Install Grammarly Across Devices

1. Distribute Installation Instructions:

   • Share instructions for installing the Grammarly browser extension, desktop app, and mobile app.

2. Enable in Workplace Tools:

   • Ensure compatibility with commonly used tools like:

     • Microsoft Word & Outlook.

     • Google Workspace (Docs, Gmail).

     • Slack, LinkedIn, and other platforms.

3. Test Installation:

   • Verify Grammarly is functioning properly in all key applications.

Step 6: Train Employees

1. Host Training Sessions:

   • Conduct live or recorded sessions demonstrating:

     • Basic features (grammar checks, tone suggestions).

     • Advanced tools (style customization, tone detector, plagiarism checker).

2. Share Best Practices:

   • Provide a handbook or quick guide on how to use Grammarly effectively in day-to-day communication.

3. Encourage Consistency:

   • Reinforce the importance of adopting the organization’s tone guidelines.

Step 7: Monitor Adoption

1. Track Usage Metrics:

   • Use the Grammarly Business admin panel to monitor:

     • Active users.

     • Number of suggestions accepted.

     • Areas of improvement (e.g., tone, conciseness, correctness).

2. Identify Gaps:

   • Pinpoint teams or individuals who need additional support or training.

Step 8: Gather Feedback

1. Survey Employees:

   • Ask for input on their experience with Grammarly and its impact on their communication.

2. Adjust Settings:

   • Update style guidelines or features based on user feedback.

Step 9: Reinforce Usage

1. Encourage Daily Use:

   • Integrate Grammarly into workflows by emphasizing its role in maintaining consistent tone.

2. Provide Reminders:

   • Use internal communication channels to share tips and reinforce the importance of Grammarly for company-wide communication standards.

Step 10: Review and Optimize

1. Analyze Results:

   • Regularly review metrics to assess improvement in communication quality.

2. Update Guidelines:

   • Adapt tone and style rules as the organization evolves (e.g., during rebranding or product updates).

3. Expand Coverage:

   • Onboard new employees and integrate Grammarly into additional tools or workflows.