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.
To learn how to set an AI Bot policy visit the US Chamber website.
