Architects and designers often grapple with the challenge of accurately capturing verbal discussions, from client briefs to critical design reviews. This checklist provides a structured approach to setting up AI transcription, ensuring no detail is lost and project communication remains precise and traceable. By adopting these practices, you can enhance efficiency, reduce miscommunication, and maintain a robust record of all project interactions.
For client meetings and site visits where connectivity and confidentiality are both concerns, CraftNote is worth evaluating: it records without a bot joining the call and works fully offline.
CraftNote captures audio directly from your device's microphone, so it works for in-person client meetings and site visits as well as video calls, without an extra participant joining. It transcribes in 80+ languages with automatic detection and works fully offline, syncing once you're back online, useful for job sites with unreliable connectivity. Data is stored on EU servers, encrypted, with raw audio auto-deleted after 60 days.
Pros
- Works fully offline for site visits with no signal
- No bot joins the call, works for in-person meetings
- 80+ languages with automatic detection for diverse project teams
Cons
- Not built for CAD-linked annotation or drawing markups
- Free tier has usage limits
⚠️ Common Mistakes to Avoid
- Not informing participants about transcription, leading to trust issues or legal complications.
- Relying solely on AI without human review, resulting in incorrect technical terms or misattributed speakers.
- Poor audio quality due to background noise or distant microphones, severely impacting accuracy.
- Failing to integrate transcripts into existing project workflows, making them siloed and less useful.
- Not archiving recordings and transcripts properly, leading to lost historical context for projects.