AI-powered recording/notetaking can be useful tools, but they can also create privacy, compliance, and etiquette concerns when added to meetings (either Teams or in person). Examples of AI notetakers can include Microsoft Copilot, Otter.ai, Fireflies.ai, Fathom, Teams Maestro , and similar products. However, you should be aware that a meeting could be recorded by other software on a participant’s computer or phone, such as Notion, Panopto, or other recording/notetaking products.
To ensure clarity and respect for all participants, Xavier University recommends the following best practices for meeting etiquette:
Seek Consent Before Using AI Notetaking or Recording Tools
- If you plan to use an AI notetaking or transcription service in a meeting, notify attendees in advance.
- Additionally, ask for agreement from the meeting attendees before the adding an AI recording/notetaking product.
Organizer’s Responsibility
- Meeting organizers should monitor the attendee list throughout the session.
- If a bot is present but was not discussed or agreed upon, the organizer should remove it, just as they would remove an unfamiliar attendee. In Teams, click on the People button to view the participants, select the ellipse (…) next to the bot, and select Remove Participant.
Respect Privacy, Sensitivity and Compliance Requirements
- Certain discussions may include confidential or sensitive information. When in doubt, avoid adding notetaking bots unless explicitly approved by all participants.
- Recording/transcription has implications to compliance with FERPA, HIPAA, or other regulations. Be aware of how the data is stored and who may have access to the recording/transcription.
Summary
AI notetaking bots can add value, but they must be used responsibly. Always disclose their presence, get attendee approval, and remove them if they are not appropriate for the session. Treat bots the same way you would treat an unexpected or uninvited participant. Be aware that the AI-generated transcriptions, meeting notes, and follow-up items may contain errors and should be reviewed for accuracy.