I recently hosted a virtual global call for Transformation Executive leaders.
One of the participants, Rachel was unable to join the call, so she politely declined and sent her apologies.
At the start of the call which was attended by 20 other participants, I noticed that ‘Rachel’s Bot’ joined the call. This Bot was powered by a newly emerging AI software tool.
As anticipated, ‘Rachel’s Bot’ was unresponsive to voice when I called out to it, but then via the chat functionality available in the call, immediately started to transcribe the conversation and took actions from the call.
After a few more minutes, it was clear that the transcription was not a true reflection of the conversation. I promptly removed ‘Rachel’s Bot’ from the conversation because it was firstly a distraction, but also that the other participants had not agreed to a Bot attending to listen and transcribe the meeting.
I then contacted Rachel to inform her that she had sent her Bot to the meeting. She was not aware that she had performed this and had forgotten to remove the software after trialing it.
I am interested to know your thoughts. In the future, as the functionality of AI progresses, would you be comfortable if a colleague sends a Bot on their behalf if they are unable to make the meeting? Would you send a Bot to a meeting on your behalf? Is it ethical? Saving Changes...
Abdiel DomínguezPMP® | Scrum Master | Consultor de Proyectos| Sector financieroPanamá, Panama
This situation raises questions about ethics, privacy, and whether we can trust technology. It also prompts us to consider who controls our online identity and how it affects our jobs Saving Changes...
I think that it's an interesting question to ask.
In the event that the bot is used to do a transcript of the discussions that were taken during the meeting and that this in it itself could also help the project manager with notes and give recommendations on actions that should be taken, I rather like the idea of being to use a bot.
I don't think that it's okay however to send a bot instead of a human. Rachel could have come to the meeting, used her bot to help her take notes and no one would probably have had any issues with that. I think that the problem lies in her having sent the bot in her absence.
I've experienced with recording meetings and using the meeting transcript to help me take notes.
It's still a relatively new technology but it shows a lot of potential and it's not going to go away. Saving Changes...
Aside from discussing the fact that a bot showed up to replace a human person in a meeting, the main and most important issue is that this bot showed up without the person being aware of it.
I agree with you Veronica, that is the part that I would have preoccupying. Saving Changes...
The key to answer your question lies in this part "... as the functionality of AI progresses ..."
I think AI will keep progressing until everyone says "YES" without a doubt. Saving Changes...
President and CEO of PMI| Owner, NeuronVenturesNew York City, United States
Aug 17, 2023 9:49 AM
Replying to Keith Novak
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Although OneNote for Office 365 will already transcribe conversations and even translate them into different languages, the use of that type of AI poses many issues.
For one, the inaccuracy of the notes can lead to issues by itself. That can also apply to translating into other languages as it is not a word for word translation. Secondly, people may not want to speak openly if they are being recorded which degrades the effectiveness of the meeting.
Perhaps most importantly, recording a conversation where you are not present runs afoul of wiretapping and eavesdropping laws in the US. Although I don't think the laws have adapted to AI, using that bot could constitute a felony (greater than 1 year prison term).
Yesterday I was invited to speak at an AI masterclass and at one point a bot introduced itself in the chat, said it was a bot representing someone, that it would summarize the conversation and offered a link available to all of us if we were interested to use the summary for ourselves. It didn’t seem to bother anyone. I was too busy speaking so I didn’t click on the link and I actually wish I had. I think we will simply all get used to it and ignore the bots that are tracking everything we do. Saving Changes...
The situation you described raises several important ethical and practical considerations regarding the use of AI bots in professional meetings. Here are some thoughts on the matter:
- Transparency and Consent: Ethical AI use in professional settings should prioritize transparency and informed consent. Participants in a meeting should be aware if an AI bot is present, as it may affect the dynamics and expectations of the conversation.
- Distraction and Disruption: As you experienced, an unexpected AI bot in a meeting can be distracting and disrupt the flow of the conversation. This can impact the productivity and effectiveness of the meeting.
- Accuracy and Reliability: AI bots, while capable of transcription and some level of automation, may not always provide accurate or complete representations of a meeting. This can lead to misunderstandings or misinterpretations.
- Privacy and Data Security: AI bots that transcribe meetings may inadvertently capture sensitive or confidential information. Ensuring data privacy and security is essential.
- Acceptance by Participants: The acceptability of AI bots in meetings may vary among participants. Some may find it convenient, while others may have reservations or concerns.
- Professional Courtesy: Sending a bot in one's place without prior agreement from other participants may be seen as a breach of professional courtesy. It's important to respect the expectations of the group.
- Intent and Purpose: The intent behind sending an AI bot should be clear. Is it meant for passive observation, active participation, or specific tasks? Clarity in purpose can help set expectations.
In the future, as AI technology continues to progress, the use of AI bots in meetings may become more common. However, it's essential to establish guidelines and norms for their use to ensure ethical and productive interactions. Saving Changes...
PMI Team Member
