How to Take Advantage of AI Note-Taking Tools
As RDW Group further embraces artificial intelligence, we’ve been using an AI note-taking app for internal (and some client) meetings. It has very quickly become clear that the app provides incredible efficiency and facilitates more effective collaboration. We’ve noticed that it also subtly influences how we communicate, interact, and think about meetings themselves.
Here’s a look at how AI powered note taking is reshaping our meetings and discussions.
More presence, better listening
With AI as note-taker, we and our clients experience more focused listening in meetings. Traditional note taking forces one to split attention between listening and capturing details, which can cause meeting attendees to miss verbal cues or appear distracted.
AI transcription removes that tension. People are more engaged and focused on the conversation, and there are no more awkward pauses to catch up on notes. Real time AI note taking enhances, not replaces, our human connection.
The app’s accuracy has surprised most users. It captures conversation and identifies speakers well, while reliably producing comprehensive notes that incorporate next steps and responsibilities.
The trade-offs: privacy and permissions
The main downside of AI note taking is not a dearth of accuracy, but an abundance of visibility. Many platforms default to broad sharing, which means sensitive notes can be widely visible if permissions are not properly managed.
Fortunately, addressing this is simple and straightforward. Most platforms offer manual controls to identify those who can view or access notes. The risk lies in failing to realize that everything lives in a shared system; teams need to be mindful that these notes often reside in a common database, which can lead to unintended sharing.
To maximize benefits and protect privacy, organizations should establish permission protocols and regularly train users.
AI note taking hasn’t reduced candor in meetings
Does using an AI notetaker put a chilling effect on open dialogue in meetings? We’ve yet to see any real reduction in candor.
We are fortunate at RDW that our team is well-versed in communicating professionally, ethically, and with caution regarding proprietary information. This applies to meetings, emails, texts, and phone calls. Email and messaging platforms may pose a greater risk to candor and confidentiality.
Our own in-house default mode of cautious communication means automated note taking hasn’t changed how openly our team communicates. Other organizations may encounter a learning curve before meeting attendees hit their stride in understanding how best to communicate while using an AI note-taker. It is helpful to remind all attendees at the beginning of each meeting that AI note taking will be used, and to establish some AI-savvy communication ground rules before adopting the technology.
Subtle behavioral shifts are emerging
Communication styles haven’t changed much, but a few small shifts have emerged.
- Less small talk, more focus. Some team members spend less time on casual chat and focus more on the meeting’s core purpose.
- More intentional restating. Team members increasingly summarize action items out loud to help the AI capture them accurately.
- Cleaner recordings. Pausing note taking at the start avoids recording pre-meeting chatter, especially for shared recordings. In our experience, AI note taking also tends to filter small talk well.
These changes reinforce positive meeting outcomes: increased focus, clear action items, and more meaningful participation.
A training opportunity
Consider using AI notes and recordings as feedback — like a post-game review of film for meetings. Transcripts and summaries show how meetings unfold, and can help you understand
- whether your agendas are well-formed
- where conversations drift
- how effectively individual contributors perform
- how clearly decisions are articulated
As such, AI meeting notes can boost group and individual communication skills, providing actionable feedback for improvement.
Best practices for using an AI note-taking app
Several colleagues suggest that teams would benefit from training or shared practices around AI-assisted meetings. Here are some to consider:
- Use licensed accounts whenever possible to ensure the AI accurately identifies speakers and attributes comments to them.
- For focus groups and small-group interviews, it will help the AI’s accuracy if participants state their names and if the facilitator calls on them by name.
- Speak clearly, keep a constructive tone, and minimize repetition. Natural speech supports effective summaries.
- Say “decision” or “next step” then explicitly restate key decisions or actions out loud.
- To avoid including small talk or sensitive information in shared notes, pause or delay recording as appropriate.
- When you select an AI note-taking app, set all permissions immediately to avoid accidental sharing.
- AI captures words, not intent. Review summaries for tone, context, and implications before sharing.
The bigger picture
AI automation of transcripts, summaries, and follow-ups lets our agency focus on listening, thinking, and relationships. It removes administrative clutter so we can tackle higher-level tasks. Clients rarely object to its use, and many already use their own tools.
It’s inevitable that AI-assisted meetings become standard practice. Let us know if you would like our support with your own collaboration and adoption of AI.
