No One Likes Meetings. They’re Sending Their AI Note Takers Instead
TL;DR
- AI note-takers are increasingly replacing human attendees in meetings.
- This trend raises concerns about professionalism, interpersonal communication, and data privacy.
- Experts emphasize the need for etiquette and transparency when utilizing AI in professional settings.
In the era of remote work, professional meetings have become necessary yet often dreaded experiences for many employees. A recent trend has emerged where workers send artificial intelligence (AI) note-takers to meetings in their stead, a practice that raises questions about the implications for workplace communication and etiquette.
The Rise of AI Note-Takers
As meetings increasingly shift online, a growing number of companies are adopting AI applications that can record, transcribe, and summarize discussions. This shift has made it tempting for employees to skip attending meetings, opting instead to send bots that can capture the conversation without their physical presence. In a practical example, Clifton Sellers noted a recent Zoom meeting where he was one of only six human participants, while ten AI note-takers attended, leading to a sensation of being surrounded by "silent bots"[^1].
This phenomenon reflects a broader discontent with traditional meetings. Hurdles such as time constraints and the desire for efficiency have made the use of AI note-takers appealing. However, as they proliferate, organizations are beginning to experience the side effects of this growing reliance on technology.
Concerns with AI Participation
While AI note-takers can enhance productivity by automatically summarizing conversations, they bring forth several challenges that professionals must navigate. Many individuals express discomfort with the prospect of a machine being privy to sensitive discussions and the ethical dilemmas that arise from machine attendance in human-centric environments[^2]. Critics argue that when AI outnumbers human attendees, it conveys a lack of respect for the time and contributions of those present.
Experts have started vocalizing their concerns regarding the ethics and etiquette surrounding AI usage in meetings. Some suggest that sending an AI in place of a human can send a message of disinterest or disengagement. The introduction of AI etiquette guidelines may help to address this, advocating for transparency around AI participation and encouraging users to ensure all meeting attendees are informed about their bot's involvement[^3].
What Should AI Users Consider?
Several best practices have emerged to mitigate issues related to AI note-takers:
Notify Participants: Always inform attendees about the AI's presence and what tasks it will perform. This helps to set expectations and gain consent from all participants.
Limit Bot Participation: Ensure that only one AI note-taker joins per meeting to avoid overwhelming the discussion with multiple bots[^4].
Pause for Sensitive Topics: Be prepared to pause recordings during discussions of sensitive nature to protect privacy.
Clarify Data Usage: Attendees should understand how their information will be used, stored, and potentially shared after the meeting[^5].
Conclusion
The rise of AI note-takers marks a significant shift in workplace communication, reflecting both the convenience of technology and the complexities of human interaction. As more companies embrace this trend, it's essential that they establish robust etiquette and ethical guidelines to govern AI participation in meetings. Striking a balance between leveraging technology's benefits while maintaining a respectful workplace culture will be crucial for the future efficacy of organizational communications.
References
[^1]: The Washington Post (2025-07-02). "No one likes meetings. They're sending their AI note takers instead.". Washington Post. Retrieved October 31, 2025.
[^2]: Ann-Maree Morrison (2025). "The Etiquette of AI Meeting Assistants". Fellow.app. Retrieved October 31, 2025.
[^3]: Lisa Bonos (2025-07-02). "This meeting could have been an AI summary: Workers are sending AI note takers to meetings, annoying the humans that do show up -- and other pitfalls of the explosion of AI note takers.". X. Retrieved October 31, 2025.
[^4]: Chameleon Collective (2024-02-13). "The Etiquette of AI Meeting Assistants". Chameleon Collective. Retrieved October 31, 2025.
[^5]: National Public Radio (2024-12-18). "We’ve (mostly) banned AI assistants from NLP Community of Practice events. Here’s why.". MERL Tech. Retrieved October 31, 2025.
Metadata
- Keywords: AI note takers, meeting etiquette, workplace technology, digital communication, AI ethics.