Why every meeting needs an AI notetaker

Last week, I walked into a meeting where AI notetakers outnumbered humans three to one. The irony wasn’t lost on me—I built one of them.

As CEO of Fireflies, I’ve helped put AI in millions of meetings. And I believe AI should be in every meeting—because knowledge shouldn’t vanish the moment we hang up. But having the right privacy controls to protect sensitive moments is key to using an AI notetaker.

THE PRIVACY-FIRST DECISION FRAMEWORK

Before your next meeting, ask yourself three questions:

• Who controls the data? Every meeting should be captured, but not every recording needs to be shared. Use private meeting settings, control access permissions, and set retention policies that auto-delete after a certain number of days.
• Who needs access? The power of AI is capturing everything. The responsibility is controlling who sees what. Share broadly for team updates, narrowly for performance reviews, not at all for sensitive discussions.
• What’s the exit strategy? Even in meetings that should be recorded, participants need an out. Make it easy to kick out the bot mid-meeting, delete recordings immediately, or set auto-expiration dates.

MAKE SMARTER CHOICES

The proliferation of AI meeting assistants means you’re no longer just choosing whether to use one—you’re choosing which one protects your conversations.

Thoughtful professionals are asking the right questions: Does this tool train on my company’s data? Can I delete recordings immediately? Who actually has access to my conversations?

The answers matter. The difference between a tool that respects your privacy and one that doesn’t isn’t always obvious in the demo. Look for providers who are transparent about their data practices. The ones who make security boring and straightforward, not the ones who make it complicated.

YOUR IMPLEMENTATION ROADMAP

If you’re ready to be more intentional about AI in meetings, here’s a simple approach:

Week 1-2: Assess. Look at your calendar. Which meetings generate clear action items? Which are primarily about building relationships? Start identifying patterns.

Week 3-4: Pilot. Try AI assistants in information-heavy meetings first—trainings, quarterly reviews, customer calls.

Week 5-6: Establish principles. Based on what worked, create simple guidelines for your team. Not rigid rules—just shared understanding about when AI helps and when it doesn’t.

Ongoing: Iterate. As AI capabilities evolve from passive note-taking to active participation, keep refining your approach. The goal isn’t perfection; it’s progress.

YOUR NEXT MEETING

Tomorrow, you’ll likely face the same choice millions of knowledge workers face daily: Should I add an AI notetaker to this meeting?

Now you have a brief framework for capturing everything while protecting what matters.

That’s also why Fireflies published guidelines for responsible AI meeting use. Because being intentional about privacy isn’t limiting AI—it’s using it wisely. The future isn’t about choosing which meetings deserve AI—they all do. It’s about having sophisticated enough controls to protect privacy while preserving knowledge. Capture everything. Share thoughtfully. Delete when appropriate.

Krish Ramineni is CEO and cofounder of Fireflies.ai

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