Guidelines for automatic note taking in meetings

There are more and more providers of AI tools that can record and take notes of conversations and meetings. We also have this feature built in Google Meet and Slack (Huddles). 

These are some important clarifications and nuances when you are using these tools:

• You are responsible for the tools you use

• Only use the tools approved by Oda

• Ask if everyone is okay with using a meeting assistant before you activate it in the meeting - and be sure to notify late joiners 

• Go through the transcript/notes after the meeting and update/remove anything that is wrong

• Check the permissions on the transcript/notes and make sure that the documents are not too open

Tools you can use⚒️

• Google Gemini/Meeting Assistant

• Slack Assistant

❗Tip: Check https://interno.oda.com/syssys/ for an updated list of approved tools

Tools you cannot use❌

• Any other tool or service that requires access to a meeting, recording or documents.

There are two reasons for only allowing Slack and Google Meet:

1. When using a third party tool to record or capture a meeting, the other participants do not know that this is happening. This is inconsiderate and undermines trust.

2. These tools upload and process data in their systems. Since we do not have an agreement in place with them (a data processing agreement, DPA), meaning we do not know how or where this data is stored or processes. That means we risk exposing sensitive employee or customer data outside of our control, or leak business secrets.

With both Google and Slack, we have signed DPAs and know that they do not share this data. In case you come across a great new tool you want to use, then we have a system acquisition process that allows us to examine the system, their solutions, and get a proper agreement in place. 

Data protection & transparency

All recording done in connection with your work at Oda/Mathem falls under data protection rules and regulations. That means that if you for example take automatic notes or record a conversation with a third party (e.g. a vendor or a candidate during an interview) the data is protected, and you/we are responsible for following GDPR when it comes to data deletion, retention and so on. 

Are you sure you need to record word-for-word what was said in the conversation? 

At Oda, we strive to build an open and transparent culture. Usage of these type of tools can, over time, undermine that openness. We aim to say what we think of and not polish our messages. If we think or feel that everything we say is noted down word for word, the impact over time can be quite negative, even if the use case seems positive. Be aware of how you use these tools, when and why. 

❗These types of AI tools are known for not being very accurate. Always be careful when using these tools, as the data might be calculated wrong or misunderstood by the AI processing. Especially when talking fast, or when using other languages than English.