What should an agency do before adding an AI meeting bot to family or candidate interviews?
Decide whether a written summary would meet the need before collecting full audio, video, or a transcript. Tell participants in advance what tool will join, what it captures, who can access the output, and how long it will be kept. Obtain the permission required for every participant and jurisdiction, provide a way to proceed without recording, and check the vendor’s retention, training-use, and deletion controls. Review AI notes against the actual conversation before they enter a candidate or client file. A bot joining a meeting is a workflow decision, not a substitute for informed permission.
How should an agency evaluate an AI note taker for interview and reference calls?
Test it on a fictional or consented call with the same format the agency uses. Check speaker attribution, names, dates, action items, export quality, access controls, and whether staff can correct errors. Reference calls can include sensitive third-party statements, so limit capture to what is needed, set retention and deletion rules, and avoid sending a raw transcript to a client. Compare the time saved with review and privacy overhead before paying for a full rollout. The prompt does not establish a current endorsement of Otter or any alternative.
Should an agency record client and nanny Zoom calls, or take written notes?
Use a brief structured note by default when it captures the decision, next step, and owner. Record only for a defined business purpose after checking applicable recording law and obtaining appropriate participant permission. Zoom says it presents recording notices and consent prompts, but that product prompt is not the agency’s full policy. Tell callers where a recording is stored, who can view it, and when it will be deleted; offer a non-recorded path. For either method, separate observed facts from impressions and correct mistakes promptly.