As a financial advisor, there are several ways you can use a note-taking tool during meetings.
The most common, popularized by consumer tools like Fireflies or Otter, is to use a bot that joins the meeting room.
But at Vega, we believe there’s a better way: record the call yourself. And in this article, we walk you through 3 reasons why this is the better practice.
Reason #1: You stay in control.
Our founding team was managing an RIA and advising clients before launching Vega. We built Vega for ourselves initially. We tried using a bot to see how it felt in real-world, client conversations.
The problem? The bot joins before you even have a chance to ask for consent.
And if your client suddenly wants to discuss something highly sensitive—say, midway through a financial plan—you can’t just pause the bot. You’d have to kick it out entirely, meaning you lose the notes from the rest of the session and you end up scrambling to jot things down yourself.
Recording manually puts you in complete control:
Start the recording when you want.
Pause it anytime.
Stop whenever you or you client want.
It’s the best way to set the tone for a conversation built on trust:
“Hey John, if it’s alright with you, I’m going to record this call for notetaking purposes. If you need me to pause or stop, just say the word.”
This approach is clean, transparent, and keeps both you and your client on the same page from the very beginning.
Reason #2: Bots can feel intrusive.
Bots take up valuable real estate in the meeting interface—up to a third of the space if it’s only your client and you in the meeting. This can make your client feel like they’re being watched by AI. Not exactly the vibe you want when building trust.
Reason #3: Bots can be a security risk.
Here’s something most people overlook: bots only need your meeting link to join. And guess where that link usually sits? In your client’s inbox.
An individual's systems are far more vulnerable than your firm’s, opening the door for a malicious agent to slip in unnoticed with a slightly altered name that looks like your bot.
With Vega, you avoid this risk entirely. No extra participants, no spelling games to figure out if the right bot has joined, and no chance of someone sneaking in through the back door. You’re always in control.
With technology, as with investing, there’s no free lunch. Recording yourself offers better security and a smoother client experience, but yes—it means clicking a couple of extra buttons. We think that’s a fair trade-off.