How Executive Assistants Can Get Better Results from AI Notetakers
AI notetakers are quickly becoming a standard tool in meetings, and executive assistants are often the ones responsible for ensuring those notes are accurate, actionable, and reliable. When used correctly, AI notetakers can capture discussions, surface action items, and summarize decisions in seconds.
However, AI tools are only as effective as the language they hear. Vague phrasing, implied ownership, or unclear deadlines can lead to incomplete or misleading meeting notes, creating more follow up work instead of less.
For executive assistants supporting leaders and teams, the difference between messy notes and usable documentation often comes down to how clearly things are said out loud. AI listens for structure, not intent. When meetings are run with clarity and specificity, AI notetakers can produce notes that teams can actually act on.
This blog walks through exactly how executive assistants and leaders can adjust their meeting language so AI notetakers consistently capture the right information without extra cleanup afterward.
Say This, Not That – Action Items for AI Notetakers
Be Specific About Ownership
When ownership is unclear, AI notetakers cannot infer who is responsible. Statements that rely on shared understanding often result in missing or misassigned tasks.
Instead of saying: “Let’s follow up on that.”
Say this: “Katie will follow up with XYZ by Friday.”
Clear ownership helps executive assistants ensure accountability is documented correctly.
Include Clear Deadlines
AI notetakers do not understand urgency unless it is explicitly stated. Words like soon or ASAP are ambiguous and often omitted.
Instead of saying: “We should finish this soon.”
Say this: “Mark will send the draft to the client by Thursday at 3 PM.”
Specific dates and times dramatically improve note accuracy.
Distinguish Assignable Tasks from Discussion
Meetings often include brainstorming alongside actual assignments. AI will capture everything it hears, but it cannot determine what is actionable unless it is clearly stated.
Instead of saying: “Someone should check on the report.”
Say this: “Sophie will review the report and provide updates by end of day Wednesday.”
This clarity helps executive assistants avoid confusion during follow-up.
Clearly State Decisions Made During the Meeting
AI notetakers cannot distinguish between ideas under consideration and final decisions unless that difference is verbalized.
Instead of saying: “We decided on the marketing plan.”
Say this: “We agreed the social media calendar will launch on January 10, and Alex will finalize the assets by January 5.”
Clear decisions prevent misalignment later.
Avoid Ambiguous Follow Ups
General references to future conversations often fail to translate into actionable notes.
Instead of saying: “Let’s talk about this later.”
Say this: “I will schedule a 30-minute follow-up call with the product team on Monday to review progress.”
AI needs clarity on what, who, and when.
Why This Matters for Executive Assistants
When meeting language is vague, AI-generated notes often lead to miscommunication, missed deadlines, and additional cleanup work. This often falls back on the executive assistant to resolve.
Clear, structured language allows AI notetakers to:
Capture action items accurately
Assign ownership correctly
Document decisions clearly
Reduce post-meeting clarification
For executive assistants, this means fewer follow-ups, cleaner documentation, and smoother execution across teams.
Best Practices for Speaking to an AI Notetaker
Executive assistants should encourage leaders to assume the AI is listening for explicit cues.
Best practices include:
Clearly stating who, what, and when
Avoiding implied context or tone-based instructions
Verbally labeling moments with phrases like:
“This is an action item”
“The decision is”
“For follow up”
AI notetakers are tools for execution, not interpretation. The clearer the instruction, the better the output.
Final Thought – Clarity Improves Execution
AI notetakers can significantly reduce administrative burden, but only when meetings are run with intention. Small shifts in how leaders and executive assistants speak lead to cleaner notes, fewer missed tasks, and less back-and-forth after meetings.
If you want your AI notetaker to function like a high-performing executive assistant, speak with the same level of clarity you expect in return.
Ready to reduce post-meeting cleanup and missed action items?
Book a FREE discovery call to learn how our executive assistants can help you run clearer meetings, improve follow-through, and make better use of AI tools.
