AI Meeting Note Takers vs. Vampires: A Modern Parable

The rise of AI-powered meeting note takers has transformed how we capture, share, and revisit conversations. But what if we viewed these digital assistants through the lens of folklore? Surprisingly, AI note takers and vampires share more in common than you might think. Both require an invitation to enter, and once inside, they wield significant influence over your domain.

The Invitation Rule: Entry Is Everything

In vampire lore, a vampire cannot enter your home without being invited. Similarly, AI meeting note takers—like Otter.ai, Fireflies, or Microsoft Copilot—can’t join your meetings unless you or someone else allows them in. This “invitation” often comes in the form of a calendar integration, a meeting link, or a simple click to admit the bot.

• Control over Entry: You decide when and where these tools are allowed. This is your first and most important line of defense.

• Consent Matters: Just as you wouldn’t let a stranger into your home, be cautious about who (or what) you allow into your meetings.

Once Inside: Who Holds the Power?

Once a vampire is inside, legends say they can manipulate, control, and even harm. In the business world, an AI note taker, once admitted, can:

• Record everything: Conversations, confidential strategies, and even offhand remarks.

• Store and analyze: AI can transcribe, summarize, and even extract action items or sensitive data.

• Share widely: Notes can be distributed to participants—or, sometimes, to unintended recipients if settings aren’t carefully managed.

Real Advice: How to Handle AI Note Takers

1. Always Know Who’s Listening

• Announce the bot: Let everyone know when an AI note taker is present.

• Check permissions: Review who has access to the meeting notes and recordings.

• Clarify data storage: Understand where and how your data is stored, and who can access it.

2. Situations Where AI Note Takers Should Be Avoided

There are meetings where AI note takers should never be invited, including:

• Intellectual Property (IP) Discussions: Risk of sensitive ideas being stored or leaked.

• Strategic Partnership Negotiations: Confidential strategies could be exposed.

• Legal Consultations: Privileged information may lose protection.

• HR or Disciplinary Meetings: Privacy concerns for individuals involved.

• Early-Stage Product Brainstorms: Proprietary concepts could be inadvertently shared.

3. Use With Caution: Practical Steps

• Set clear policies: Define when AI note takers are allowed and communicate this to your team.

• Review meeting agendas: For sensitive topics, opt for manual note-taking or no recording at all.

• Regularly audit access: Periodically check who has access to stored notes and revoke unnecessary permissions.

• Educate your team: Make sure everyone understands the implications of inviting an AI into the room.

Final Thoughts

AI meeting note takers, like vampires, can be powerful allies or dangerous intruders. The key difference? You hold the invitation. Be thoughtful about when and how you allow these tools into your meetings. Sometimes, the safest choice is to keep the door firmly closed.