When AI Takes Notes: Which Version Do You Keep?
In today’s workplace, Artificial Intelligence isn’t just a tool — it’s a storyteller. It listens, records and summarises our conversations, turning hours of discussion into neat, searchable minutes.
But here’s the twist: AI doesn’t just capture facts. It interprets them. And depending on who is guiding it, the same meeting can produce entirely different stories. Which version of reality should your organisation keep? The one shaped for the business… or the one shaped for the people?
5 Minute HR Challenge: Which Minutes Are Correct?
The weekly management meeting runs like clockwork.
Coffee in hand, laptops open and the AI recording tool quietly capturing every word.
As the meeting ends, two versions of the minutes appear.
Version 1: The Business Lens
Generated by AI and prompted and reviewed by the manager
Purpose: Strategic discussion on performance improvement and efficiency.
Summary:
The team reviewed project outcomes against KPIs.
Identified the need for tighter performance monitoring and clearer accountability across departments.
Discussed implementing AI tools to streamline reporting and reduce time spent on manual admin.
Agreed on developing a new productivity framework to support improved outcomes and profitability.
Action Items:
Manager to review role descriptions and align performance measures by next month.
HR to prepare communication outlining expectations and new process implementation.
Team to report weekly progress updates.
Version 2: The Employee Lens
Generated by the same AI, this time prompted and reviewed by an employee
Purpose: Discussion on workload, clarity, and job expectations.
Summary:
The team discussed challenges in meeting current performance goals due to workload pressures.
Raised concerns about new AI monitoring tools and how data may be used.
Agreed that clearer communication and fair support are needed during changes.
Highlighted the importance of recognition and feedback in driving engagement.
Action Items:
Management to provide clearer context around performance expectations.
HR to explore wellbeing and workload balance during process rollout.
Employees encouraged to share feedback through regular check-ins.
Two sets of minutes.
Two perspectives.
Both accurate — yet entirely different stories.
AI, Intent and Interpretation
AI doesn’t just record words. It interprets them and how it’s prompted, trained or reviewed determines which version of reality is written.
When AI tools are used to document, summarise or even interpret conversations, subtle biases can shape how decisions are recorded — and ultimately, how they’re remembered.
So, if both versions were placed in your files…
Which one belongs in the record?
Which one best serves your workplace culture?
AI can make HR more efficient, but it can’t replace the critical human lens — empathy, intent, and fairness.
Before you hit “save,” it’s worth asking: “Whose story is my AI telling?”
AI can record meetings, but who decides the story? For peace of mind, reach out to our team at [email protected] | 1300 720 004.
