Encouraging AI Adoption Requires More than Mandates
In a recent conversation, a professional shared a scenario that underscores the nuances of AI integration in the workplace. The company had introduced an AI tool for notetaking during meetings, but a colleague continued taking handwritten notes. The question was how to encourage this person to get on board with the new tool. At first glance, the answer might seem straightforward — educate, instruct, and repeat. But, as with many change management situations, it is not quite that simple. Here is why.
Start by Asking Why — But from a Broader Perspective
Before addressing the individual’s behavior, it is essential to question why there was a top-down directive to use an AI notetaking tool in the first place. We often get swept up in adopting new technology without fully considering its specific purpose. To understand this better, let’s break down some key questions:
- Why are we having this meeting, and what is the purpose of note documentation here? Using an AI tool makes sense if the meeting type requires documented minutes (e.g., board meetings or project sessions with complex task allocation). But if it is a weekly check-in, the app’s necessity might be more debatable.
- What is the AI’s output doing for us? After the app generates notes, are they filed, distributed, or acted upon in a way that justifies its use? If meeting notes are auto-archived or ignored, it may be time to re-evaluate the need for the tool. Hidden costs in productivity, email storage, or printing add up, so it is worth ensuring that the tool’s purpose aligns with our needs.
Consider the Why Behind Personal Preferences and Work Styles
Now, let’s address the individual’s decision to keep handwriting notes. It is easy to assume non-compliance, but sometimes there is more to the story:
- Concentration and Retention: Some kinesthetic learners focus better when they write things down. Studies suggest that handwriting enhances memory retention and engagement. For these individuals, the act of writing may help them focus and process information. Personally, I am one of those people; I hear and read things, but I truly remember them best when I have physically written them out. It is a neurological connection that’s hard to replicate with typing or an AI tool.
- Selective Notetaking: This person might be jotting down only the action points relevant to their responsibilities, skipping through an AI-generated summary that is dense with extra details. For example, when I am in meetings, I often write down notes that pertain only to the specific actions or ideas relevant to me. This habit allows me to avoid sifting through an entire meeting summary later, saving time and boosting my efficiency.
- Focus Tools and Personal Tactics: There is a story that comes to mind here. As a child, I had to attend a court hearing with a court-appointed attorney. Throughout the hearing, he appeared to be taking studious notes — but in reality, he was drawing fierce dinosaurs across the pages! This was his way of concentrating on the testimony while entertaining his young clients. Even if an AI tool captures everything, people often have unique ways of focusing or underlying purposes, which might not be evident at first glance.
When It Comes to AI, Do Not Just Implement — Integrate
This scenario highlights the importance of a tailored approach to AI adoption, rooted in workflow processes rather than universal mandates. Just because a new tool promises productivity gains does not mean it is the right tool for everyone. A successful AI integration considers how the tool fits within organizational objectives and individual work preferences. Leaders can avoid friction by asking the root question: Why?
By focusing on the broader purpose and aligning technology with the team’s unique needs, leaders can foster an environment where AI becomes an enabler, not an imposition. This reflective approach encourages meaningful adoption while respecting the diversity in how people work best.
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