Why you Need To Use AI Notetaking in Google Meet!

I don't know about you, but when on a video call, I want to focus on the call and what's being said and give it all my attention. I don't want to be looking down constantly and jotting notes. And if I were to do so, what would I do with those notes I have scribbled down now in analogue form on paper? Most people will then compose a new email and regurgitate their notes, summarising the video call, what was discussed, and the next steps. It seems like a waste of time if only a better way existed!

Earlier this year, Google opted to include Gemini (its AI) in all Google Workspace packages rather than requiring businesses to purchase separate licences to use Gemini. This change has allowed all Kimbley IT clients to access a feature called "Take Notes For Me," an AI-powered notetaking app included in Google Meet. When this feature is turned on, it will automatically start taking notes of the meeting, in addition to the transcription feature (that can be turned on separately); the notes are an ongoing summary of the key discussion points within the meeting.

If someone were to join your Google Meet late, they could click on the Gemini icon and see a summary of the key talking points that have already taken place, making it easier for them to get up to speed and see what has already been discussed. At the end of the video call, Gemini will send the host of the Google Meet a Google Doc with a summary of what the meeting discussed, a bulleted list of the key discussion points with the context of each point and a list of the next steps. The host can then check the document and share it with other participants if they wish.

By default, the Take Notes For Me feature is not turned on automatically when you join a Google Meet. However, for our clients who get Google Workspace by Kimbley IT, a more customised version of the service, we decided to enable the feature to start when a Google Meet begins automatically. It has been a fantastic success, with clients finding significant productivity gains. They no longer have to assign someone to take notes and email them out at the end of the meeting; the most they have to do now is check the Google Doc and then share it.

How do you set the feature to turn on automatically?

You must be able to access your Google Workspace Admin Panel to have Take Notes For Me turn on automatically for every Google Meet video call you hold, as you will need to change a setting.

Once you are in your Admin Panel, navigate to:

• Apps > Google Workspace > Google Meet.

• Then, under Gemini Settings, turn on Automatic Note Taking.

Automatic notetaking will be enabled whenever someone in your Google Workspace sets a Google Meet video. This setting does not apply retrospectively, so automatic notetaking won't be enabled if you have a repeating event in Google Calendar with a Google Meet video call. You will need to edit that event, enable the feature, and then save the event.

What are the privacy implications of automatic notetaking?

Different countries have different requirements for automatic notetaking, transcription, and recordings. You should check your local laws. In the UK, you must tell the other party that the recording is taking place and get their permission to record. However, Google Meet warns that recording is taking place before the person clicks to enter the video call, which might be seen as acceptance.

What if I decided to have notetaking disabled by default?

Having this feature turned off by default is a perfectly reasonable stance. However, here is a consideration I put to people considering this option.

I recommend having the feature set for automatic notetaking. I've been able to use the feature for a few months now. When it was set to OFF by default, I kept forgetting to turn the feature ON when I hosted a video call that I would have liked to take notes. Not until a significant part of the Video Call had taken place did I realise I had forgotten to enable the setting, and by then, it was too late. So, if you disable the Take Notes For Me feature, you must remember to enable it each time you want notes taken.

When you enter a Video Call with the Notes feature enabled by default, you get a notification that the feature is on, making it easy to remember to manually turn the setting off if you don't want notes taken. With the feature turned OFF by default, there is no notification to remind you to turn it ON. If you wish to have notes taken, it is up to you to remember to turn the setting on, which is very easy to forget to do so.

Are you worried about missing out on other fantastic Google Workspace features?

It is a familiar feeling we see with companies that use Google Workspace but are self-managing. They run out of time to keep up with developments and have no time to roll out these new features to the team in a way they can understand how and why they should be using these features.

When your company partners with Kimbley IT (An authorised Google Partner), we take over the deployment and rollout of new features so your teams know precisely when a new feature is coming, the best ways to use it, and sometimes alternative ways to use it, that we have discovered!

We manage not only your Google Workspace but also all your IT so that your team can connect and use the services you provide, not just Google Workspace, to their fullest potential while having fun getting their work done! Book a video call below to chat with us. You'll also get a copy of the notes afterwards!