Understanding How Professionals Integrate Generative AI into Team Meetings: A Qualitative Study

Abstract

Team meetings are essential for coordination, knowledge exchange, and decision-making in organizations. As Generative AI (GenAI) becomes increasingly embedded in collaborative work, its role in shaping team dynamics remains underexplored. This study examines how professionals experience the integration of GenAI in team meetings and how it affects collaboration. We conducted five focus groups with 20 experienced users to explore GenAI’s impact in real contexts. Our analysis shows that GenAI does not merely automate routine work but actively influences participation patterns, negotiation of cognitive demands, and the redefinition of role boundaries. Distinctive mechanisms include altered entry pathways for junior employees and the reshaping of information flows within meetings—insights that extend beyond assumptions of efficiency gains. While participants reported benefits such as reduced administrative burden and faster onboarding, they also highlighted challenges in transparency and interaction. The study enriches collaboration research and offers practical guidance for integrating GenAI into meeting routines.