Used at
The Bentway
The organization
Summarizing documents & meetings
for Document reviewStaff use AI to summarize long documents and meeting notes, and to turn feedback from several people into suggested edits. Summaries still need to be checked against the original material.
The tools
ChatGPT
The tool staff named
The system
The system understands, and a person decides what to do next.
A person decidesData flow
meeting notes and documents that may name colleagues and partners
Sensitive personal information
shared with a vendor chatbot to condense
↓
condense and synthesize
Language Models
↓
a summary for staff to review
Generated content
important details may be left out
Risks staff flagged
Errors or omissions in a summary
A summary may leave out important details or get them wrong. Readers could miss those errors if they do not check the original.
How it's managedCheck key points against the original document and keep it available for reference.
Whose work gets read?
Readers may rely on a summary instead of reading a colleague’s work in full. This could affect how that work is understood and used.
!No safeguard in place yet
Who is affected
Colleagues & partners whose words are condensed
Caught incidentally
named in the notes and reports that go in
You can
Ask for the original: refer to the full document for context and detail
Have someone review the summary: decisions cite the source, not the summary
Bring questions or concerns to the Sept 2 workshop
What staff told us
4 staffHow oftenIn a typical month, how often do you use AI tools for work?
112
NeverRarelyA few times a monthA few times a weekDaily
Trust in own useWhen you use AI at work, how confident are you that you’re using it appropriately?
4
Not confidentRarely sureSometimes sureMostly sureAlways sure
Time saved / weekRoughly how much time do you estimate AI saves you in a typical week?2 answered
11
NoneUnder 1 h1–3 h4–7 h7 h +
Comfort disclosingWould you feel comfortable telling a colleague or your manager that you used AI on a piece of work?
13
Would hide itProbably notIt dependsProbablyOpenly yes
Each cell shows an answer choice. Darker cells mean more people chose that answer. The pointer below the bar marks the median.
From the responses One staff member uses AI to turn feedback from several people into suggested edits.