Picture it: You’ve spent hours developing a highly intricate meeting agenda. Your invite went out well in advance, set for a time that worked for everyone. The meeting had a clear purpose and defined outcomes. No confusion, no excuses. Everyone knew what we’d be doing and should’ve been ready.
The meeting starts. You enter the Zoom room… and you’re one of two humans surrounded by six AI meeting assistants.
At one time, this might’ve felt like something out of I, Robot or some future dystopian movie. But this is the reality of work today.
It’s becoming common to attend a meeting where someone’s brought along their AI assistant. On the surface, this sounds great! You can record the meeting, you’re not stressing about notes, and you’re staying fully present.
But when does it cross the line from helpful to wildly inefficient…or, dare I say it, disrespectful?
In this article, we’ll dig into some do’s and don’ts for meeting bots. Plus, a few techniques any facilitator can use to address the elephant, or should I say…robot(s)…in the room.
✅ Do: Set Guidelines for AI Assistants
Company or team guidelines go a long way. They create shared expectations and save everyone from debating the same thing every time.
Facilitator’s Role: Even with guidelines in place, there will be meetings where you have to call an audible. If the topic is sensitive, or you’re working under NDAs, you may need to set the boundary: no bots today. That’s your role. Make sure to protect the space.
❌ Don’t: Send Your AI Assistant in Your Place
Let’s call a spade a spade. This is rude.
Nobody wants to be the facilitator from the scenario above. You do all the prep, show up ready to collaborate, and then get a bunch of bots.
You were invited for a reason. The meeting invite wasn’t sent to your robot. It was sent to you. If you don’t think you’re the right person to attend, reach out and check. And if you absolutely can’t be there, talk to the organizer. More often than not, they’d rather send you notes than have your robot silently record the whole thing.
Facilitator’s Role: Be thoughtful with your invite list. Is this person a real stakeholder? If you’re not sure, ask. Better to check up front than invite someone who’s just going to outsource their presence.
✅ Do: Use Voice Prompts and Repeat Key Info
AI assistants aren’t perfect. If something matters—agreements, next steps, action items—say it clearly. Say it twice if you have to. You’ll thank yourself later.
Facilitator’s Role: Set expectations at the top of the meeting. Let folks know how the AI assistant will be used and that you’ll repeat major decisions so the bot (and everyone else) hears them. And even with a bot, assign a human to take notes. Always have a backup.
❌ Don’t: Use Your Bot as an Excuse to Zone Out
These tools are supposed to help you stay engaged, not give you an excuse to mentally check out. But that’s what’s happening. People hit record, then spend the meeting answering Slack messages, checking email, or buying shoes.
Let’s be honest:
Facilitator’s Role: Make it clear upfront that everyone’s input matters. Say you’ll be asking for feedback throughout. That gives you the green light to call on folks without it feeling awkward. If someone drifts, don’t shame them. Just reset, let them know what you’re looking for, and give them a chance to re-engage.
On the surface, AI meeting assistants can be a great addition to your toolkit. But if they’re misused, they just add to the noise. Another layer of chaos in an already exhausting meeting culture.
Used well? They can help make meetings a lot more productive.
If you really want your meetings to be a better use of time, check out Essential Facilitation™. This program has changed entire organizational meeting cultures. What can it do for you?