Ten days before each board meeting, chairs and the treasurer are asked for their papers, and one numbered PDF pack reaches every member 5 days ahead. AI drafts the minutes from the recording, the chair approves, members e-sign, and action items go to their owners.
Typical results
≈6 hrs
Secretary time saved per board meeting
100%
Action items sent to an owner with a due date
Figures reflect typical results for this kind of automation.
The challenge
The board meets about 10 times a year, and the board secretary collects reports by email, often the night before. Packs arrive late and in pieces, so members read them during the meeting. Minutes take weeks to write, circulate and sign, annual compliance filings depend on them, and action items get lost between meetings.
Before and after
Days before the meeting the pack reaches members
5×Days from meeting to signed minutes
−86%Admin hours per meeting on pack and minutes
−75%The automation
Ten days before each meeting, committee chairs and the treasurer get a form to submit agenda items and reports, with reminders until everything is in. The automation compiles the agenda, financial report and committee papers into one numbered PDF pack sent to every member 5 days ahead. After the meeting, AI drafts the minutes from the recording with each decision and action item. The chair approves, members e-sign, and the signed minutes are filed for compliance.
How it works
- 01
Call for papers 10 days out
Ten days before the meeting, committee chairs and the treasurer get a form for agenda items and reports, with reminders until each one is in.
- 02
One numbered pack
The agenda, financial report and committee papers are compiled into one numbered PDF pack and sent to all 9 board members 5 days ahead.
- 03
AI drafts the minutes
After the meeting, AI drafts the minutes from the recording, listing each decision and each action item with its owner.
- 04
Chair approves, members e-sign
The chair edits and approves the draft, and board members sign it electronically, with a reminder to anyone who hasn't signed after 2 days.
- 05
Filed and followed up
Signed minutes go to the compliance folder, and each action item goes to its owner with a due date and a reminder before the next meeting.
Starts from
- Agenda and report forms
- Treasurer's financial report
- Meeting recording
Delivers
- Numbered PDF board pack
- E-signed minutes
- Action items with due dates
The impact
Every board member has the full pack 5 days before the meeting instead of the night before, and minutes are signed within 5 days rather than about 5 weeks. The secretary saves around 6 hours per meeting, and each action item reaches its owner with a due date.
Questions about this automation
How are the minutes drafted from the recording?
The meeting is recorded in Zoom, Teams or on a phone, and the recording is transcribed and summarized into the board's minutes template: attendees, quorum, each agenda item, decisions with votes and action items with owners. The chair sees the draft next to the transcript and corrects anything before it goes out for signatures.
What if a committee report is missing when the pack is due?
Contributors get reminders until their paper is in, and the secretary sees what is still missing two days before the pack goes out. If a report is late, the pack is sent on time with that item marked to follow, and the late paper goes out as a numbered addendum.
Does the board need new software for this?
Usually not. It works with the shared drive the board already uses for papers, the meeting calendar, Zoom, Teams or a phone for recording, and DocuSign or another e-signature tool. The board sets its agenda template, the pack deadline and who signs the minutes. This is a multi-step build, usually rolled out in stages.