Are AI Note-Taking Apps Making Us Skip Too Many Meetings?

AI Note-Taking: Convenience or Crutch?

The concept of AI note-taking apps started as an intriguing idea: these digital assistants could transcribe everything you missed in a meeting, sparing you from attending if you had a schedule conflict. However, what started as a handy tool to keep up with meetings has evolved into a phenomenon that’s reshaping workplace culture in ways we may not have anticipated.

For example, tools like Fireflies.ai and Otter.ai have become regular “attendees” in meetings, transcribing everything, and delivering comprehensive summaries to those who couldn’t—or didn’t want to—attend. But as more people start relying on these AI “stand-ins,” three concerning trends are emerging.

1. Easy Excuse for Missing Important Meetings

One of the biggest issues with AI-powered note-taking is that it offers an easy way to skip meetings, even those that might benefit from real-time participation. The presence of a virtual assistant taking notes or recording discussions creates an unintended consequence: people may increasingly avoid meetings they’d otherwise attend. This trend could indicate not just a desire for flexibility, but a deeper change in how we view workplace priorities and responsibilities.

When employees use AI assistants instead of showing up, they may unwittingly signal that the meeting isn’t a priority for them. In many cases, it’s clear that a large portion of scheduled meetings could be distilled down to an email or message. But sending an AI bot as a replacement risks diminishing the importance of any meeting, even those that genuinely need the perspectives and engagement of all participants.

2. Privacy and Ethical Concerns

Another emerging issue is the potential for privacy breaches. When multiple AI bots are present in a meeting, participants can feel as though their conversations are exposed to a detached observer who’s not bound by the same accountability as a human colleague. While there are ethical safeguards, the mere presence of AI notetakers raises the question: How comfortable should we be with multiple recordings and transcriptions of our meetings?

Unlike a one-on-one meeting recording or a straightforward minutes summary, having several AI note-takers introduces an element of surveillance that feels invasive. The knowledge that anyone with access to these recordings can listen in on conversations retroactively may also inhibit open discussion, especially on sensitive topics.

3. Assumptions and Accountability Gaps

The expectation that AI can effectively replace human presence in meetings also introduces an accountability gap. It’s often assumed that if someone missed a meeting but sent an AI bot to take notes, they’ll be fully informed by reading the transcript later. But just because notes are available doesn’t mean they’ll be reviewed in detail. If a person skips a meeting, it’s likely because they didn’t prioritize the subject—so why assume they’ll prioritize reading a summary afterward?

This situation risks creating an uneven playing field where attendees who actively participate may feel overburdened compared to those who regularly skip and “catch up” passively. In the long run, this could breed resentment and cause friction among teams, with some members questioning the commitment of their peers.

The Bottom Line: Are AI Note-Taking Tools Helping or Hurting?

AI note-taking apps serve a clear purpose: they improve flexibility, support hybrid work, and help those who genuinely need to multitask. But just because AI can take meeting notes doesn’t mean it should replace human engagement. As we move further into the age of digital meetings and automated transcription, it’s worth considering whether the convenience of sending an AI bot to a meeting is worth the potential downsides.

At the core of these issues is a simple message: technology should support, not substitute, human interaction. Showing up, contributing, and connecting with others in real-time has benefits that go beyond the information exchanged; it builds relationships, clarifies expectations, and keeps teams aligned. So, while AI can be helpful for keeping track of a packed meeting schedule, perhaps we should think twice before using it to skip those moments of genuine, collaborative engagement.