Etiquette Experts Advise Caution When Using AI Assistants in Meetings

The use of AI assistants in business meetings is becoming increasingly common, with workers relying on this technology to record, take notes, and generate summaries or transcripts. However, the best practices for integrating AI into these environments are still developing, creating a new frontier of workplace etiquette. Etiquette experts Daniel Post Senning and Lizzie Post from the Emily Post Institute, whose upcoming book "Emily Post's Business Etiquette" (set to release on May 20) includes a section on AI in the workplace, offer valuable insights on navigating this emerging trend. They stress that transparency is crucial when using AI during meetings. "Any time you record, you want to let someone know," Daniel Post Senning emphasizes. "It’s just nice to give people a heads-up when something different, unexpected, or that's going to record them is part of the equation." Lizzie Post adds that informing attendees about the presence of an AI assistant and its purpose can help manage expectations and ease concerns. "Just to give them a heads-up about what they’re going to see, what they’re going to interact with," she advises. To make the AI assistant more palatable, Senning suggests describing the benefits. "I’ve learned that if I describe the benefits, all of a sudden they’re excited about it and they get the same benefit out of it," he notes. These benefits can include accurate note-taking, comprehensive summaries, and the ability to revisit meeting details without relying on human memory. However, if a coworker expresses discomfort with the AI assistant, it’s essential to be accommodating and respectful. "If someone says no, they’re not comfortable with it, they don’t like it, they don’t like the whole idea of it, or they just don’t like being recorded, be willing to shut it off," adds Senning. Failing to do so could result in the hesitant individual’s reluctance to participate in the meeting, which can negatively impact the overall dynamics and productivity. The rapid evolution of AI tools like ChatGPT means that the etiquette guidelines will continue to adapt. Even within the span of a few months, the ways people use AI in their personal and professional lives are changing significantly. "AI made it into the book, but it’s one where the leaps in it and the ways that people are using it are more ubiquitous and different than they were even six months ago," Senning notes. This ongoing change highlights the importance of staying flexible and open to feedback. As AI becomes more integrated into daily work routines, companies and individuals will need to develop clear policies and norms to ensure smooth and respectful collaboration. Open communication and a willingness to adjust based on team comfort levels are key to maintaining a positive and productive work environment. Industry experts concur that the introduction of AI in meetings can enhance efficiency and accuracy, but only if all participants are comfortable with its use. Balancing technological advancement with human sensibilities remains a critical challenge. The Emily Post Institute, known for its guidance on modern etiquette, is well-positioned to help navigate these evolving norms. As AI continues to permeate various aspects of business, the expertise of Senning and Post will likely become increasingly relevant in shaping the future of professional interactions.