Twenty seconds instead of five minutes
You say what was discussed, in your own words and in any order.
100% local · GDPR-compliant without the cloud
Phone call notes: a template, and a way to never fill it in again
Good phone call notes record who called, what it was about and what happens next. Here you will find a proven telephone message template. And you will see how the same note takes twenty seconds, simply by telling SpeechToWork what was discussed.
- 4 partscall with, topic, key details, next steps.
- JSONsent to your CRM by webhook, if you want.
- 100%stays on your computer. Nothing is sent to the internet.
An example
What you say. What appears.
You sayJust spoke to Mr Walker from Walker Joinery, he needs a new website because the old one doesn't work on mobile. Budget around three and a half thousand pounds. I'll send him a quote by Friday and he'll send me copy and logo by Wednesday. Next meeting on the second of October at ten at his place.
In your programCall with: Mr Walker, Walker Joinery
Topic: New website, as the current one does not work on mobile devices.
Key details:
- Budget: approx. £3,500
- Next meeting: 2 October, 10 am, at his premises
Next steps:
☐ Me: send quote (by Friday)
☐ Mr Walker: send copy and logo (by Wednesday)
Call notes template
- Date and time
- Call from / to
- Company
- Phone / email
- Reason for call
- Discussed / key details
- Agreed
- Next steps: who, what, by when
- Taken by
Tip: select the template and copy it into Word or save it as an Outlook template. The last line matters more than the layout: call notes without “who does what by when” are just a reminder.
Why call notes still go missing
The template is not the problem. The problem is the moment after you hang up: the next call is waiting, the note gets put off, and by later half of it is forgotten. What ends up in the CRM is a keyword without a date and without an owner.
Speaking is faster than filling in forms. With SpeechToWork, you hold a key after the call and say in twenty seconds what happened. The software does the rest.
How the call note is created by voice
- Tap the record key twice, choose “Note” in the ring around the mouse, hold the key and talk freely.
- SpeechToWork sorts what you said: call with, topic, key details, next steps.
- Tasks appear as a checklist with owner and deadline.
- The note lands in the program where your cursor is, such as your CRM or Outlook.
- It is also saved as a file and can go to n8n, Make or your CRM by webhook, if you explicitly switch that on.
- Your own tasks from the note land on your task list, and the note flows into your activity log.
Your advantage
Why SpeechToWork fits this job.
Tasks do not get lost
Every commitment becomes a task with owner and deadline, even if you only mention it in passing.
Client data stays with you
Names, budgets and agreements are processed locally and not sent to an AI service.
Privacy
Local means local. No compromises.
Speech recognition and the language model are installed on your PC and run there. What you dictate ends up in your program and nowhere else. How the data flow works.
No upload
Audio and text stay on your computer. There is no server listening in and no AI provider in the background.
GDPR made simple
No third party processes your dictations. So there is no data processing agreement to sign and no international transfer to assess.
Works without internet
Once installed, SpeechToWork works offline. Only the licence check needs a connection.
Good to know
Frequently asked questions
What should phone call notes include?
Date and time, the caller's name and company, a callback number, the reason for the call in one or two sentences, the key details discussed, what was agreed and the next steps with owner and deadline. If several people answer calls, also note who took the message, so any questions go to the right person.
Can I write the call note straight into Outlook or my CRM?
Yes. SpeechToWork inserts the finished note wherever your cursor is: in an Outlook task, an email, a notes field in your CRM or a Word document. No integration is needed for this. If you prefer a fixed layout, paste the template above into Word or save it as an Outlook template.
Does SpeechToWork record the phone call itself?
No. For the call note, you speak after the call yourself and summarise it. Only your own voice is recorded, which keeps things simple from a legal point of view. Recording the conversation itself requires everyone to be informed and to agree, and in many countries it is only allowed with consent.
How does the note get into my CRM?
Either directly by dictating into the notes field, or automatically: every call note is also saved as a structured JSON file. Enter a webhook address in the settings and SpeechToWork sends the fields to your automation tool, such as n8n or Make, which then creates the entry in your CRM.
Coming soon
Coming soon. Then try it for 14 days.
SpeechToWork is about to launch. As soon as the first version is ready, you can download it here: one click, one file, no form.
Coming soonFor Windows 10/11 (64-bit). The download will be available here as soon as it is ready.
- All features, no payment details
- Ends automatically, nothing to cancel
- Your dictations never leave your computer, not even in the trial
Download
One installer for Windows, straight from our server.
Install
A double click is all it takes. No administrator rights needed.
Choose “Try for 14 days”
On first start: enter your name and business email, no payment method.
On first start, SpeechToWork downloads the language models once (4 to 6 GB). Already have a licence key? Enter it on first start. What is transferred in the process is explained in our privacy policy.