Meetings are the backbone of small business operations in the UK, where ideas are shared, decisions are made, and tasks are assigned. Keeping track of these discussions is crucial for staying organized and productive. Note-taking apps provide a digital solution, replacing scattered paper notes with searchable, shareable, and secure records. These tools help small businesses capture key points, collaborate in real-time, and ensure nothing falls through the cracks. In this article, we’ll review the top five note-taking apps for UK small business meetings in 2025, focusing on their features, pricing, and suitability for small teams. Whether you need transcription, collaboration, or integration with existing tools, there’s an app here for you.
Why Note-Taking Apps Matter for Small Businesses
Note-taking apps transform how small businesses manage meetings. Unlike traditional methods, these tools offer structure, accessibility, and efficiency. They allow teams to record discussions, assign action items, and share notes instantly across devices. For UK small businesses, these apps are especially valuable because they save time, reduce errors, and support compliance with data protection laws like GDPR. Here’s why they’re essential:
- Centralized Storage: Notes are stored digitally, making them easy to find and organize.
- Team Collaboration: Multiple users can edit and comment on notes simultaneously.
- Device Syncing: Access notes on phones, tablets, or computers, anytime, anywhere.
- Tool Integration: Connect with calendars, email, or project management platforms.
- Meeting Efficiency: Features like agendas and transcription streamline discussions.
By adopting a note-taking app, small businesses can focus on their goals instead of wrestling with disorganized records.
How We Selected the Top Apps
Choosing the right note-taking app requires balancing functionality, cost, and ease of use. We analyzed popular apps based on criteria tailored to UK small businesses:
- Collaboration Features: Real-time editing and commenting for team input.
- Integration Options: Compatibility with tools like Zoom, Microsoft Teams, or Google Workspace.
- User-Friendly Design: Simple interfaces that don’t require extensive training.
- Affordable Pricing: Free or low-cost plans suitable for small budgets.
- Data Security: GDPR compliance to protect sensitive business information.
- Meeting-Specific Tools: Features like agenda creation, action item tracking, or transcription.
We prioritized apps that deliver practical value for meetings while remaining accessible to small teams with limited resources.
Top 5 Note-Taking Apps for UK Small Business Meetings
1. Fellow
Fellow is a meeting-focused app designed to streamline every stage of a meeting, from planning to follow-up. It offers collaborative agendas, real-time note-taking, and AI-powered transcription, making it ideal for remote and hybrid teams. Fellow integrates with over 50 tools, including Zoom, Microsoft Teams, and Google Meet, ensuring seamless workflows.
Key Features:
- Create and share meeting agendas with team input.
- AI transcription captures discussions accurately.
- Assign action items and track progress.
- Integrates with calendars and communication platforms.
Pros:
- Comprehensive meeting management tools.
- Accurate transcription for detailed records.
- Wide range of integrations.
Cons:
- May offer more features than needed for basic note-taking.
- Advanced features require paid plans.
Pricing: Free plan for up to 10 users; paid plans start at $7 per user per month.
Best For: Businesses seeking an all-in-one meeting solution with transcription and task tracking.
2. Notion
Notion is a flexible workspace that combines note-taking, project management, and collaboration. Teams can create shared notes, databases, and wikis to organize meeting details and related documents. Its customizable templates make it easy to structure notes for recurring meetings, while real-time editing keeps everyone aligned.
Key Features:
- Customizable pages for notes, agendas, and task lists.
- Collaborative editing with comments and mentions.
- Templates for meeting notes and workflows.
- Syncs across devices for accessibility.
Pros:
- Highly versatile for various business needs.
- Generous free plan for small teams.
- Strong collaboration features.
Cons:
- Can feel overwhelming for new users.
- Advanced features require paid plans.
Pricing: Free plan available; paid plans start at $8 per user per month.
Best For: Teams needing a customizable, collaborative workspace for notes and projects.
3. Microsoft OneNote
Microsoft OneNote is a reliable note-taking app within the Microsoft 365 suite. Its flexible canvas supports text, images, audio, and handwritten notes, with real-time collaboration for team meetings. For businesses already using Microsoft products, OneNote integrates seamlessly with Outlook and Teams.
Key Features:
- Organize notes in notebooks, sections, and pages.
- Real-time collaboration with team members.
- Supports multimedia notes, including audio recordings.
- Integrates with Microsoft 365 tools.
Pros:
- Free with a Microsoft account.
- Deep integration with Microsoft ecosystem.
- Intuitive for Microsoft users.
Cons:
- Interface feels less modern than competitors.
- Some features require a Microsoft 365 subscription.
Pricing: Free; additional features with Microsoft 365 subscriptions starting at $6.99 per month.
Best For: Businesses using Microsoft 365 and needing a free, integrated note-taking tool.
4. Evernote
Evernote is a trusted note-taking app known for its organization and search capabilities. Users can create notes with text, images, and attachments, organized by tags and notebooks. Its business plan supports team collaboration with shared spaces, making it suitable for small business meetings.
Key Features:
- Powerful search, including text in images and PDFs.
- Tagging and notebooks for easy organization.
- Shared spaces for team collaboration.
- Syncs across devices.
Pros:
- Excellent search and organization tools.
- Reliable for individual and team use.
- Business plan enhances collaboration.
Cons:
- Free plan limits uploads and device syncing.
- Paid plans are pricier for larger teams.
Pricing: Free plan; paid plans start at $14.99 per month for individuals, $17.99 per user per month for teams.
Best For: Teams prioritizing organization and searchability in note-taking.
5. Otter.ai
Otter.ai specializes in AI-powered transcription, recording and transcribing meetings in real-time. Users can highlight key points, add comments, and share transcripts, making it perfect for businesses needing accurate meeting records. It integrates with Zoom, Teams, and Google Meet for easy use.
Key Features:
- Real-time transcription with high accuracy.
- Highlight and comment on key discussion points.
- Shareable transcripts for team access.
- Integrates with video conferencing tools.
Pros:
- Exceptional transcription quality.
- Easy integration with meeting platforms.
- Free plan with limited transcription minutes.
Cons:
- Focused on transcription, not full note-taking.
- May require additional tools for comprehensive notes.
Pricing: Free plan with 300 transcription minutes per month; paid plans start at $8.33 per month.
Best For: Businesses needing accurate transcription for meeting records.
Comparison Table
| App | Free Plan | Paid Plan Starting Price | Key Meeting Features | GDPR Compliance |
|---|---|---|---|---|
| Fellow | Yes | $7/user/month | Agendas, AI transcription, integrations | Likely |
| Notion | Yes | $8/user/month | Collaborative notes, templates | Yes |
| Microsoft OneNote | Yes | $6.99/month (Microsoft 365) | Real-time collaboration, integrations | Yes |
| Evernote | Yes | $14.99/month | Search, tagging, team spaces | Yes |
| Otter.ai | Yes | $8.33/month | Real-time transcription, sharing | Likely |
How to Choose the Right App
Selecting the best note-taking app depends on your business’s needs. Consider these factors:
- Team Size: Free plans like Notion or OneNote suit small teams, while paid plans like Fellow scale for larger groups.
- Meeting Frequency: Frequent meetings benefit from Fellow’s agenda and transcription tools, while occasional meetings may only need OneNote’s basics.
- Budget: Free plans are available for all apps, but paid plans unlock advanced features.
- Existing Tools: Choose apps that integrate with your current software, like OneNote for Microsoft users or Notion for Google Workspace.
- Transcription Needs: Otter.ai is ideal for businesses prioritizing accurate meeting transcripts.
Test free plans to see which app feels intuitive and meets your team’s workflow.
GDPR Compliance for UK Businesses
UK small businesses must ensure their note-taking apps comply with GDPR to protect sensitive data. Notion, OneNote, and Evernote explicitly state GDPR compliance, with data encryption and secure storage. Fellow and Otter.ai likely comply, as they serve enterprise clients, but confirm with their support teams if data security is a priority.
Conclusion
Note-taking apps are game-changers for UK small business meetings, offering organization, collaboration, and efficiency. Fellow excels in meeting management with AI transcription, Notion provides a versatile workspace, Microsoft OneNote integrates with Microsoft tools, Evernote offers robust organization, and Otter.ai delivers top-notch transcription. Most apps provide free plans, so you can try them before committing. Evaluate your team’s size, budget, and feature needs to find the best fit. By adopting one of these apps, your business can streamline meetings and stay focused on growth.
Next Steps
Start by testing the free plans of Fellow, Notion, or OneNote to see which aligns with your workflow. For transcription-heavy needs, try Otter.ai’s free plan. Check each app’s integrations to ensure compatibility with your existing tools. With the right note-taking app, your meetings will be more productive and organized, setting your small business up for success in 2025.
