Run the meeting naturally. The Recorder listens for context that should remain useful after the conversation, while you and the other participants remain responsible for decisions and commitments.
Before the meeting
Tell participants that the Recorder may join and explain how the output will be used.
Follow your organization's consent, privacy, and recording requirements.
Confirm that the meeting is associated with the right Workspace when its context should contribute there.
Review the meeting's Recorder joining state and your personal internal/external joining rules.
What helps capture quality
State decisions clearly
When a decision is reached, say what was decided and what it replaces. For example: “We will launch to the pilot group first; the full rollout is no longer the next step.”
Name one owner
Replace “we should” with a named commitment. State the owner, expected result, and timing when those are known.
Separate ideas from commitments
Make it clear whether the group is exploring an option or committing to it. This reduces the chance that brainstorming is treated as decided work.
Explain risks and changes
Name what could happen, why it matters, and what would reduce the risk. When a priority or date changes, explain the reason.
Close the meeting explicitly
Use the final minute to recap:
what was decided;
which actions have owners;
what changed;
which risks or questions remain open.
This helps participants and improves the quality of Notes, Findings, and follow-up Actions.
What happens afterward
Open the meeting from Meetings and review:
Notes for the readable meeting output;
Transcript for source wording when available;
Actions for AI-prepared follow-ups such as an email, tracker update, post, prompt, or follow-up meeting.
Also review the relevant Workspace Findings for structured Action Items, Risks, or other signals. A meeting Action is a prepared follow-up; an Action Item Finding is an owned record. One does not automatically become the other.
What not to do
Do not speak to the Recorder instead of the other participants.
Do not treat every idea as an Action Item.
Do not rely on Notes without checking an important attribution or commitment.
Do not copy sensitive transcript content into an unapproved tool.
Do not assume that associating a meeting with a Workspace gives every participant access to that Workspace.