Maximize meeting impact with AI meeting notes

Using an AI notetaker is powerful if it makes sense for the conversation. Inviting the AI tool to every meeting by default saves time and effort from having to manually add it every time. Then, before each meeting, ask yourself:

Is it risky to have a long-lasting, searchable recording of this meeting?

Is this a conversation that is not highly sensitive or emotional?

Am I comfortable with everyone on the invite list receiving the notes and recording?

If your answer to any of these questions is “no,” using AI meeting notes may not be a good idea unless all attendees are on board and you commit to pausing the notetaker during delicate parts of the conversation.

Meetings that may be more sensitive and risky include:

• One-on-one meetings between managers and direct reports

• Performance conversations

• Vendor negotiations

• Sensitive strategy or decision-making meetings, especially when company politics are involved

• Vent sessions or emotionally charged discussions

Even if someone can’t or doesn’t need to join the live meeting, you can still invite them as an optional attendee so they can stay informed by receiving the notes and recording.

Make sure to mark attendees as “optional” when you create the invitation so they are aware they don’t have to attend.

A quick heads-up and some thoughtful facilitation can go a long way.

Let attendees know the notetaker is on, and confirm everyone is comfortable. This is especially important if you're unsure whether sensitive topics might come up.

If attendees have questions about how AI meeting notes work, it can be helpful to share an FAQ page at the top, like this one from Loom or this one from Zoom.

Knowing the meeting is being recorded may influence how comfortable people feel and how open they are. Help foster psychological safety by:

• Pausing the recording for casual catch-ups or personal small talk at the beginning of the meeting

• Making sure everyone knows how to pause and resume the recording if they want to say something off the record

• Normalizing using the pause/resume feature so it feels natural, not awkward

Whether you hosted the meeting or missed it, make the most of what’s been captured.

If you led the meeting:

Redact if needed

Did something sensitive come up that shouldn’t have been captured and you forgot to pause? No worries. As the meeting owner, you can quickly edit the AI transcript and notes to remove anything that shouldn’t stick around.

Share intentionally

If someone didn’t attend the meeting but needs to stay informed about a decision or discussion, don’t just send them the link and hope for the best. Share a short summary so they can understand the key points quickly and/or a timestamp of the part of the recording you want them to watch, along with an explanation of why it matters and what you need from them.

Make it discoverable

Unleash knowledge by thinking about who else could benefit from the information covered in your meeting. You could add a link to the recording and a short summary of the meeting to a Confluence page, Jira ticket, or a team Slack channel—wherever context will help others move work forward.

If you missed the meeting:

There are several ways to catch up and contribute. Depending on your time and needs, you can:

Read the AI-generated summary

Scan the transcript

Watch the sections of the recording that matter most to you

Share reactions, questions, and ideas to contribute to the ongoing conversation