Using AI note-takers and recording meetings

AI meeting notes are genuinely useful. Recording people without telling them is not — and in some states it can be unlawful.

1. Say at the start that the meeting will be recorded or transcribed, and why.
2. Ask everyone to agree. In most states and territories, recording a private conversation generally needs everyone’s consent — rules differ, so ask every time.
3. Teams tells participants when a recording starts. Still say it out loud, especially with external guests.
4. Don’t invite third-party note-taker bots into client meetings unless your business has approved them.
5. Transcripts that mention people are personal information. Keep them in your work systems, not a personal app.
6. Read the AI summary before you send it — summaries miss nuance and sometimes get decisions wrong.
7. Delete recordings and transcripts you no longer need.

Based on: Microsoft Support — Meeting recordings in Teams · Hamilton Locke — Recording private conversations: the law in Australia