Who are you in my meeting?

How many times do you get that eerie feeling you don't know that meeting participant and then the organizer says "oh, that's JUST my AI assistant."

Full Stop.

These tools are great but let's just be sure we agree before we allow 'a tool that records and translate all content, can identify participants, stores data somewhere, becomes fully searchable and lacks context in future retreival'.

Here's my Top 5 guidelines:

1) HOST the meeting - this provides you the most control on participants, access to content after and if recorded. Approach should be based on meeting sensitivity.

2) SPEAK UP - if you are not HOSTing the meeting and you see a random AI assistant connect... say "we prefer this meeting NOT be recorded. This is really relevant for sensitive meeting or the content can easily be taken out of context.

3) Set AI Policies - you should have a policy for general AI use and include guidance on AI Meeting Assistants, sets guardrails and outlines best practices.

4) Leverage Meeting reminders (Consent) - Don't ignore those friendly meeting reminders from a third party service, they usually alert you to the upcoming meeting being recorded to allow consent. Use these alerts to take appropriate action back to the meeting organizer prior to meeting if needed.

5) Review your Platform setting. Every platform (Zoom, Teams) has specific global settings on privacy, participant rules and who can record/access recordings. Align with your expectations.

Like anything, can be a great tool if used properly. The main challenges here are data control and privacy.