Are Your Zoom Meetings Being Recorded by Artificial Intelligence (AI)?
A Look at AI Meeting Assistants
How is it possible for an AI meeting bot to show up at your Zoom meeting rather than one of the people you invited to the meeting? What happens when one of your students brings their AI bot into your Zoom class and starts recording? These may seem like questions for the distant future, but with the introduction of AI Meeting Assistants, these situations are happening now.
What Are AI Meeting Assistants?
AI Meeting Assistants, also referred to as meeting bots, are a new type of AI tool designed for virtual meetings. Without the permission of the Zoom meeting host, some AI Meeting Assistants can:
Record Meeting Audio: They can record the entire audio of the meeting.
Provide Real-Time Transcription: As the meeting progresses, these assistants immediately transcribe the meeting audio.
Capture Shared Content: Anything displayed on the screen during the meeting is captured through screenshots.
Share Meeting Info: After the meeting, they can automatically email all meeting invitees the audio recording, transcript, and screenshots.
Automatically Join Meeting: Some of these tools have an “auto-join” feature where the AI assistant can “attend” the meeting for you, still recording and taking screenshots without you actually being there.
A few examples of these tools are OtterPilot and Read.AI. Zoom also recently released their own AI Companion tool.
Why Use AI Meeting Assistants?
There are several reasons people use AI Meeting Assistants, including:
Accessibility: They provide necessary accommodations for Deaf and hard of hearing individuals and people who need note-taking accommodations.
Language Learning: Non-native English speakers can find the transcripts and recordings helpful.
Convenience: These tools allow individuals to access meeting content without actually attending the meeting.
Potential Challenges
AI Meeting Assistants come with their own set of challenges. Here are a few concerns:
Privacy Concerns: Meeting hosts and participants might feel their privacy is invaded, leading to initial surprise or discomfort.
User Control Difficulties: Users may struggle with controlling the AI assistants, feeling overwhelmed once they've registered for an account. For example, OtterPilot automatically joins and records Zoom meetings unless the user changes that setting.
Legal Implications of Recording: Depending on the state, recording laws vary. In some cases, consent from only one meeting participant is needed to utilize an AI Meeting Assistant, which doesn’t necessarily have to be the meeting host.
What Can You Do?
Now that AI meeting assistants are becoming increasingly popular, it's important for both meeting hosts and participants to use these tools thoughtfully and respectfully. Let’s explore specific actions that both hosts and participants can take to navigate this new technological landscape effectively.
Guidelines for Meeting Hosts
As a host, you have the responsibility to manage and control the presence of AI tools in your meetings. Here are some strategies:
Consult with Disabilities Services: If an AI tool is being used as an accommodation, consult your institution's disabilities services office for guidance.
Set Clear Expectations: Include your policies regarding AI Meeting Assistants in your syllabus or meeting guidelines.
Promote Classroom Discussion: If you are teaching, foster an environment of awareness by discussing the use and impact of AI Meeting Assistants in your classes.
Control Access: Use Zoom's waiting room feature to screen participants and prevent unauthorized AI bots from joining.
Remove Unwanted AI Bots: You can remove an AI bot during the meeting by selecting it from the Participant list and choosing the 'Remove' option.
Guidelines for Meeting Participants
As a participant, understanding and adhering to the protocols regarding AI tools can enhance the meeting experience for everyone. Keep these points in mind:
Respect Privacy: Get consent from the host and other participants before using AI Meeting Assistants.
Follow Host Guidelines: Adhere to any specific rules or expectations set by the meeting host regarding AI tools.
Use AI Tools Responsibly: Ensure that your use of AI tools is ethical and does not infringe on the privacy or rights of other participants.
What’s Next
Like all artificial intelligence tools, AI Meeting Assistants will continue to evolve and multiply. It’s crucial for us all – educators, professionals, and everyday users – to stay informed and actively engaged in discussions surrounding these tools. Critically examining the benefits and understanding the potential risks associated with AI Meeting Assistants will help us use these technologies responsibly.