AI is becoming a regular part of team meetings, with many leaders expecting it to improve collaboration and decision-making. But adding AI to a discussion without clear norms can backfire, limiting participation or shifting ownership away from the team. To make AI a productive contributor, you need to build intentional habits around how your team uses it.
Engage with AI as a team. Introduce the people in the meeting and their areas of expertise. Prompt the AI to address the full group, not just one individual, so its responses reflect different perspectives and encourage broader participation in the discussion.
Use AI in flexible roles. Don’t limit AI to taking notes or summarizing decisions. Ask it to act as a challenger, customer, competitor, or stakeholder representative. Changing its role throughout the meeting can surface blind spots, test assumptions, and push your team to think more critically.
Keep ownership with the group. Treat prompting as a shared activity. Debate what to ask, pause to evaluate the AI’s output, and decide together whether its responses are useful. The goal is to use AI to strengthen your team’s thinking and collaboration—not replace either one
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