Why Think Twice Before Sending AI Bots to Meetings on Your Behalf

It’s become more and more common to use AI note-takers in work meetings in order to participate in the discussions better. Most of these tools come with a recording bot that joins the meeting room like any other participant. They might also allow sending in the bot for you so you don’t have to attend.

Sounds like a dream, right? No more sitting through long, drawn-out discussions when you could be tackling other tasks. In fact, companies like Microsoft, Zoom, and Google have all jumped on this trend, making it easier than ever to skip meetings and let a bot handle the note-taking.

While the concept is still relatively new, it’s gaining traction fast. And with good reason—who wouldn’t want to reclaim some of those 23 hours a week that the average leader spends in meetings?

However, what starts as a simple time-saver could snowball into something far more disruptive.

(1) The Cultural and Ethical Implications

Let’s dig a little deeper into the cultural and ethical concerns here. When you send a bot to a meeting, what message are you really sending to your team? It’s almost like saying, “This meeting—and by extension, your input—isn’t important enough for someone to attend personally.” This can devalue the human presence and interaction that’s so important in the workplace.

Meetings aren’t just about the agenda; they’re about connecting, exchanging ideas, and building relationships. When a bot takes your place, that human connection gets lost. The absence of personal interaction can lead to a gradual erosion of trust and team cohesion, as colleagues may feel that their contributions are not valued.

Then, there’s the bigger picture to consider. What happens to workplace culture when bots start filling seats in meetings? The truth is that employee engagement and participation could take a serious hit. People may start to feel disengaged or overlooked, especially if they consistently see an AI note-taker bot instead of their human leaders.

Over time, this could erode the collaborative spirit that drives innovation and productivity, leading to a workplace where efficiency is prioritized over meaningful interaction and creativity.

(2) The Personal and Leadership Risks for Managers

For managers, the stakes are even higher. Let’s face it—relationships with your team are everything. If you’re regularly sending bots to meetings, you risk damaging those relationships. Your employees might begin to see you as disengaged or even lazy, which can undermine your leadership.

While there may be times when you cannot personally attend every meeting, the way you handle these situations matters. Consistently substituting your presence with a bot sends a signal that the meeting—and by extension, the people involved—aren’t a priority. This kind of perceived detachment can have a ripple effect, lowering morale and productivity across the team.

Additionally, relying solely on AI note-takers means losing the context and nuance that comes from being physically present. AI bots may capture the words spoken during a meeting, but they often miss the subtleties of body language, tone, and unspoken cues that are critical for fully understanding the dynamics of a discussion. This loss of context can lead to misinterpretations and poor decision-making.

What You Can Do Instead

It’s easy to say “bots are bad; just attend the meeting yourself”. But not addressing the core problems that lead managers to rely on bots doesn’t get us very far.

Often, the problem is that managers are overwhelmed with too many meetings, making it challenging to prioritize where their presence is most needed.

So, what's the alternative? How can you stay on top of your workload without sacrificing the human element in your meetings? Luckily, there are a couple of options that don't involve sending in the AI note-taker bots.

(1) Minimize Pointless Meetings

Rather than stressing about having too many meetings and sending bots to them as a quick fix, it’s more sustainable to try to reduce the amount of meetings that are held. When you carefully consider which meetings are worth setting up for different teams and which are not, each session becomes more meaningful and realistic to attend.

Of course, this is easier said than done. If you want to find out more, read practical advice here:

(2) Delegate Attendance to an Employee

Rather than sending an AI bot to replace your presence in meetings, delegate attendance to a trusted team member for sessions where your direct input is not essential. This maintains a human presence and ensures that the subtleties of the discussion are captured.

Pro tip: have the employee use Wudpecker for capturing meeting notes. This way, they will be able to fully engage with others, read body language, and not get distracted by manual writing. Wudpecker subtly can record meetings without a bot (with its desktop and mobile apps), and it automatically generates quality notes after the call. The notes are easily customizable and shareable. Wudpecker’s AI Chat also allows you to quickly find information from any number of calls by asking it a question, like you would ask a human assistant.

So, as a manager, you’ll get the necessary information about the content and details of the discussions from Wudpecker, and the input from the employee about subtle communication and the atmosphere of the meeting that can only be felt in the room.

(3) Use Your Time Wisely Without Relying on Bots

If you can’t reduce the amount of meetings for everyone, but can’t attend all, make sure you focus on carving out dedicated time each week for deep work, strategic thinking, and key team interactions.

By consciously protecting these time blocks from being filled with routine meetings, you ensure that you can engage fully in critical tasks and decisions that drive your team and projects forward. This approach allows you to maintain a strong leadership presence where it truly matters, without sacrificing the quality of your contributions.

For other meetings that may fall outside these time blocks, send an employee to cover for you. This ensures that you remain informed and involved in ongoing discussions, even when you need to focus your attention elsewhere.

Conclusion

While AI bots might seem like a convenient way to manage your time, the potential downsides are hard to ignore. From damaging workplace relationships to undermining team morale, the risks often overshadow the benefits.

Balancing the use of AI with thoughtful facilitation and task delegation can significantly enhance meeting efficiency and effectiveness. By clearly defining roles, delegating tasks strategically, and using technology to support—not replace—human efforts, you can ensure that your meetings are both productive and engaging.

Next time you’re planning a meeting, consider how strategic facilitation and delegation can complement AI tools like Wudpecker, helping you achieve your goals while keeping your team actively involved.