The new VP keeps asking me to take notes for meetings I’m not even in. I’ll get a Slack from their chief of staff saying, “Hey, can you draft up notes from this morning’s meeting?” with zero context and no invite ever sent. Then I’m chasing down slide decks, transcripts, or emailing someone for a summary just to look halfway competent. How do you handle being looped in at the last minute without seeming unprepared?

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I’d use an AI tool to summarize the deck for the meeting and summarize notes on the Teams chat. Add yourself as an optional attendee so you can see the chat.

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Thanks. Any recommendations about an AI tool that might be good for this?

I don't see what's wrong with informing the chief of staff that you weren't at the meeting or invited to it, but you'd be glad to provide some notes if they can provide you with materials that were used to prep for the meeting and/or a summary of the key points and any decisions of the meeting.

It's totally unreasonable to ask someone who wasn't at a meeting to draft the notes. Chances are, they don't have clue you that weren't in attendance (stupid as that is).

You've gone way above and beyond already to have provided anything for them under the circumstances.

It's also not an efficient use of the company's time for you to continue in this way. That's a lot of time chasing down info. The chief of staff ought to care about efficiency.

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Would agree with the AI tool. I’d get it partially set up for the new VP, and then they have the notes, and you aren’t chasing down information on a meeting you aren’t a part of. Some higher-ups really do not understand what they are asking you to do.

There is nothing wrong with communicating exactly what you said here (well, almost exactly). Let them know that you are happy to do so, but that streamlining the process would free up a significant amount of your time to work on other tasks.

My office uses Ms products, so for teams meetings I have certain ones set to automatically transcribe. With this feature and copilot, it automatically summarizes everything for them. There does have to be buying to that future, which can be tough when some conversations need to be confidential. But in those instances I can't help unless I'm in the actual meetings, which I never am.

If you are not on the invite and the VP has failed to put you on the invite, I suggest going to the VP's assistant or IT and request the invite so you can use AI to take notes.

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