HR HELEN: How to break free from being the ‘default note taker’?

Dear HR, Every time there’s a team meeting, I’m ‘asked’ to take notes. I’m starting to feel like a glorified admin. How do I push back without seeming unhelpful? 

Dear Default Note-taker, As Freddie Mercury once beautifully sang, ‘I want to break freeeee…’ So, how do break free from being the default scribe? 

You’re not alone in feeling like a glorified admin when you’re constantly assigned to take notes. No one enjoys it – apart from, perhaps, the serif-icionados whose gold certificates from taking part in the handwriting Eisteddfod in primary school hold the same prestigious mantel spots as their very own wedding photos.

It’s a form of ‘office housework’, which, let’s be honest, disproportionately falls on women, pulling the scribe away from active participation. Worst of all, once you volunteer once or twice, you’ve unofficially been designated ‘note-taker’ for life. 

The reality is that note-taking is an added burden, and it typically falls, unfairly, on the same person time and again because no one else wants to volunteer. While minutes of any meeting can be essential, they shouldn’t come at the expense of your engagement in important discussions. If you’re busy writing everything down, you’re not fully present to contribute ideas, ask questions, or provide strategic input to any discussions. 

So, how do you push back without seeming unhelpful? The answer’s simple: technology to the rescue.

Instead of outright refusing, shift the conversation toward a smarter solution: AI-powered transcription tools. Platforms like Otter.ai can seamlessly record and transcribe meetings in real time, allowing everyone to focus on the discussion instead of worrying about accurately recording everything that has been said. 

Initially, make sure that you check your internal policies on the use of AI – your company may have excluded the use of certain LLMs (Large Language Models), so it would be best to check with your IT Department in the first instance.   

If you do have a policy that allows the use of AI, the next time you’re “asked” to take notes, propose this instead: 

“I’d love to fully engage in the conversation rather than just document it. Since we now have great AI transcription tools like Otter*, I can set up an automated recording and share the minutes immediately afterward. This way, we ensure accuracy, save time, and allow everyone to be involved without distractions.” 

Before you start any discussion, ensure that everyone present in the meeting confirms their agreement to the use of an AI transcription being used, and once the notes of the meeting have been agreed, the physical recording deleted thereafter.  

This not only removes you from the note-taking cycle but also introduces a more efficient, tech-driven solution that benefits the entire team. Plus, it’s hard for anyone to argue against automation when it streamlines workflow and improves accuracy. 

By making your team aware of this alternative, you set a precedent that note-taking is a shared responsibility – or, better yet, a task best left to AI. When tech can do the job just as well, if not better, no one should be stuck doing the meeting ‘housework’. 

Time to ‘break free’ and reclaim your seat at the table… without a pen in hand!

*This column is NOT sponsored by Otter.ai… but HR Helen is more than happy to accept a gift for her #influencing.