There are many AI tools on the market designed to streamline the meeting process by automatically taking minutes, transcribing discussions, and even sending deliverables directly to your email. Some of these tools are free, while others require a subscription. Sometimes the subscription can be costly over time. They are typically marketed as productivity boosters intended to enhance business efficiency.
While these features may sound appealing, there are notable drawbacks related to transcription accuracy, formatting, security, and potential organizational bias. AI often struggles to accurately distinguish between different speakers, may miss nuances in speech, and frequently introduces transcription errors. Additionally, the formatting produced by AI often falls short of the standards expected in professional environments. Most AI software relies on templates that can be difficult to customize for specific organizational needs. A human minute taker, on the other hand, can format meeting minutes consistently to suit the organization’s requirements. They are better equipped to interpret speech nuances and to distinguish between speakers accurately.
Security is another concern. AI tools typically record entire meetings and store data in shared or cloud-based environments, raising privacy risks—especially when sensitive topics are discussed. Most AI tools don’t allow for selective recording, which means confidential discussions might be inadvertently documented and exposed. This could lead to serious consequences, including a loss of trust from shareholders. A human minute taker knows how to handle confidential information appropriately and ensure it is stored securely.
Bias is also an issue. AI systems may unintentionally prioritize comments from senior-level attendees, skewing the meeting record and potentially influencing company culture. Bias, although unintentional, could lead to problems between employees and management later. By contrast, a human minute taker provides impartial documentation, ensuring that all voices are represented fairly.
Ultimately, the ability to format minutes appropriately, accurately distinguish speakers, safeguard confidential information, and remain impartial are key reasons why human minute takers remain essential—especially in high-stakes or sensitive meetings.
References
Reynolds, M. (2024). Ai-minute taking tensions: Navigating risks and best practices: Insights: Torys LLP. Torys. https://www.torys.com/en/our-latest-thinking/torys-quarterly/q2-2024/ai-minute-taking-risks-and-best-practices
Services, C. C. (2024, October 15). Ai minute-taking: Convenience or catastrophe?. LinkedIn. https://www.linkedin.com/pulse/ai-minute-taking-convenience-catastrophe-csb-corp-services-8ezsc/