The slow institutional embrace of new tools isn’t a new phenomenon. Historically, employees have engaged in activities such as web browsing and conducting business via messaging apps, often prior to the introduction of company policies governing the use of such technology. And, while there are similarities with the adoption of Artificial Intelligence (AI), the distinction lies in the accelerated pace and broader scope of the technological change. This is particularly evident in the evolving use and influence of AI-powered notetaking tools.
AI notetaking tools have steadily increased in popularity and use, promising greater efficiency and productivity. However, without robust oversight, these tools can easily introduce unintended risks.
McKinsey & Company’s 2024 Global Survey highlights these interesting AI workplace trends:
- 90% of employees now use generative AI tools at work – many without their employer’s knowledge or governance.
- 21% are considered heavy users, relying on AI daily.
- Only 13% classify their organization as early adopters, showing a clear gap between utilization and governance.
These gaps definitely put HR professionals in the best position to balance company interests by developing and deploying policies that both protect the organization and empower employees.
Undoubtedly, the benefits of AI notetakers are clear:
- They foster better engagement—participants can focus on conversation rather than jotting notes.
- Meeting records are generated instantly, providing a truly scalable documentation resource that can be utilized by all attendees to aid in organization, accountability, easy follow-up and trackability.
- Utilization can be equalized across all teams whether they are in-person, hybrid or remote.
Yet, these advantages are matched by critical challenges that demand an employer’s attention:
- Privacy: Many jurisdictions require all parties to consent before recording conversations. This raises a significant concern regarding the extent to which an employer can be certain that consent has been voluntarily provided by all participants. The recording of sensitive conversations—such as performance reviews, disciplinary meetings or legal discussions—which may also be captured without proper safeguards are also a concern.
- Compliance: The mishandling of AI notetaking tools could easily run afoul of various data protection laws like California’s Consumer Privacy Act, federal/state wiretap laws or other privacy statutes such as the federal Electronic Communications Privacy Act or the California Invasion of Privacy Act.
- Accuracy: AI-generated notes may also contain errors, misrepresent tone, context, or intent which could in all instances open the door to misunderstandings and added risk.
To ensure your organization can take advantage of the benefits offered by this technological transition, while also mitigating its many challenges, consider the following practical steps:
- Clarify Use Policies: Set clear boundaries for where and when AI notetaking is permitted. Restrict its use during employee relations meetings, legal or compliance discussions, executive strategy sessions, and contract negotiations. Align your AI policies with existing HR, IT, and legal frameworks, and commit to regular audits as technology evolves.
- Promote Transparency and Consent: Always inform participants when an AI notetaker is in use, and ensure explicit consent is obtained. This includes notifying and getting consent from anyone arriving after the meeting has started.
- Strengthen Data Protocols: Define how AI-generated notes are stored, accessed, and deleted. Opt for secure platforms with robust encryption and access controls.
- Invest in Training: Equip employees with the knowledge to use these tools responsibly and require human review of any AI-generated notes to verify accuracy.
- Start Small: Begin with a pilot program in departments where risks are minimal. Introduce your AI Use policy and approved tools. Focus group your pilot program after a few weeks to discuss limits, gaps or improvements.