Facilitator's Checklist for AI-Assisted Meetings

Use this checklist before, during, and after meetings when AI tools will be used to summarize, suggest, or synthesize content.

Before the meeting

1. Announce AI use and get participant consent for recording or AI summary.
2. Choose the tool and verify data handling/privacy policies.
3. Assign roles: Facilitator (runs meeting), AI Operator (runs AI queries), Human Verifier (checks outputs), Note Owner (finalizes notes).
4. Define what’s off-limits (specific data or topics).
5. Prepare a short prompt template for consistent summaries (topic, objective, audience, desired length).

During the meeting

1. State when AI is used (e.g., "We will generate a draft summary now").
2. Have the AI Operator save the prompt, model, and settings in the provenance log.
3. Ask the AI for a draft, then read it aloud or display it for immediate verification.
4. Human Verifier confirms factual items and flags where the AI may have guessed or hallucinated.
5. Facilitator captures decisions and explicitly records who owns follow-ups.

After the meeting

1. Human Verifier and Note Owner finalize the summary and action items; mark any AI-generated text that was edited.
2. Save the provenance entry (prompt, model, settings, notes) with the final record.
3. Check whether any outputs require legal, privacy, or compliance review; escalate if needed.
4. Collect a short feedback note from participants about AI usefulness and any concerns.

Roles cheat sheet

• Facilitator: Keeps the meeting on track and ensures verification happens.
• AI Operator: Runs the tool and records prompts and settings.
• Human Verifier: Checks facts, flags hallucinations, and ensures fairness.
• Note Owner: Publishes the final notes with provenance attached.

Small steps, consistent roles, and provenance logging turn AI from a surprise into a repeatable, trustworthy part of your collaboration toolkit.