Managing AI Notetaking Bots in Meetings

By now, you’ve probably seen an AI notetaking bot pop up in one of your online meetings. Maybe it was Otter.ai, Fireflies.ai, or some other bot quietly capturing every word.  

These tools promise to make meetings for Chambers, associations, and other organizations run more smoothly, improve accessibility, and help keep records straight. Sounds great, right? Not so fast. They also come with a laundry list of challenges, especially when it comes to privacy, compliance, and meeting governance. 

Those with roles in organizational management will have extra issues. Here’s a quick reference to the perks and pitfalls of these AI-powered notetakers.

The Upside of AI Notetaking Bots 

There’s a lot to love about AI notetakers: 

• Spot-On Records – They capture everything, so you get precise, comprehensive meeting minutes. 
• Better Focus – You can actually engage in the discussion and make eye contact with colleagues instead of frantically scribbling notes. 
• Instant Summaries – No more excuses when it comes to accountability. Many bots generate action items and recap meetings automatically. 
• Quick Info Retrieval – Some let you “chat” with the transcript to find key details in seconds, just like you can with ChatGPT. 
• Attendance Flexibility – AI notetakers can fill in when someone misses a meeting or arrives late. 
• Easy Sharing – Did you forget to send the wrap-up email to the meeting attendees? Your notetaker can provide a link to notes and transcripts with a click. 
• Affordable Options – Many of these tools are free or budget-friendly, so you don’t have to fret about this budget line item. 

The Challenges of AI Notetaking Bots 

Yes, they’re fantastic. And yes, there can be challenges associated with their use. Here are just a few of the obstacles that can pop up with notetaking bots. 

Privacy and Confidentiality

Imagine this scenario: You participated in an off-the-record call with other businesses in your region. During the meeting, another business decided to use an AI notetaker. Given the off-the-record nature of the call, you candidly discussed current issues hindering further investment, including decisions made by the city council. However, the notes taken by the AI were circulated post-call and eventually reached members of the city council who didn’t appreciate your critique. This incident underscores a critical point: AI notetakers do not differentiate between public discussions and sensitive information. 

 Other Concerns

• Legal & Compliance Issues – You've got to love it when the lawyers get involved. Organizational management teams must follow transparency laws, public records regulations, and internal policies. 
• Unauthorized Recordings – What if someone invites an AI bot without telling the group? It happens more often than you’d think. 
• Breakout Room Confusion – AI bots might be assigned to their own breakout rooms, where they can randomly record another group’s conversations. 
• Data Security Risks – Some AI tools use meeting transcripts to train their models. That’s a big deal if your meeting contains confidential or proprietary information, and a really big deal for organizations handling sensitive data. 

Six Steps to Keep AI Notetaking Bots in Check 

The worst thing your organization could do is ignore the problem. Notetaking bots are here to stay, and the sooner you add guardrails to their use, the better. 

Step 1: Set a Clear Policy 

Even if your organization hasn’t formalized an AI policy, you should set up guidelines for AI note-taking bots. Your policy should include: 

• Which meetings can and can’t be recorded. 
• Whether external participants can use AI notetakers. 
• Compliance with transparency laws and organizational governance. 
• Data security measures to protect confidential info. 

Step 2: Pick an Official AI Notetaker 

If your organization wants to use AI notetaking, choose an official tool and standardize it across meetings. This will: 

• Help your staffers know what’s allowed. 
• Keep your meeting records consistent. 
• Ensure compliance with regulations. 
• Prevent random AI bots from crashing your meetings. 

Step 3: Be Upfront About Recordings 

If AI notetakers are in use, make it obvious with these easy steps: 

• Announce AI-assisted notetaking at the start of the meeting. 
• Add a disclaimer to your meeting invites. 
• Require participants to acknowledge recording policies before joining (just like Zoom notifications that pop up in recording meetings). 

Step 4: Lock Down Your Meeting Settings 

Use the features of your videoconferencing platform to cut down on unwanted notetakers and inappropriate recordings. 

• If the meeting is in-house, look for the setting to require authentication so only authorized participants (and bots) can join. 
• Microsoft Teams and other platforms may let you block third-party app permissions. 
• It’s always a good idea to enable the waiting room feature to prevent Zoom bombers. And it gives you the opportunity to screen non-human participants before letting them in. 
• If a bot gets past your pre-meeting security measures, use your meeting host's power to remove it.

Step 5: Stay on Top of AI Developments 

By the time you finish reading this sentence, AI will have advanced even more. Your AI notetaking policy needs to change with the times. 

• Review AI notetaking policies periodically. 
• When your videoconference platform announces an update, don’t just click “Remind Me Later.” Read the popup screen with the new features to discover new ways to manage the high-tech challenges we never imagined. 
• Watch for changes to AI policies on the local, state, and national level to stay in compliance. 

Final Thoughts: Keeping AI Notetaking in Check 

AI notetakers can make your life so much easier, but only if managed properly. By setting clear policies, using tech controls, and staying transparent, organizational leaders can make the most of AI tools while keeping meetings secure, compliant, and efficient. A little foresight now will save a lot of headaches down the road.

About the author

Beth Ziesenis, CSP

Beth Ziesenis is Your Nerdy Best Friend. She has written a whole shelf of books on apps and has spoken to more than 100,000 audience members, including leaders at Institute for Organization Management.