Have you had AI draft formal minutes from your notes in your board's format?

Give AI your notes and an approved past set of minutes, and it drafts new ones in the same format. The secretary or counsel still reviews them.

How to automate it

How to automate “write formal minutes for board or leadership meetings”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

90 min

typically, once a month

60%

of the time can be automated

Some setup

to set up

Fix 1 of 2

AIBest fix

Have AI turn the transcript into formal minutes in your format

AI drafts minutes from the transcript or notes in your board's format, including motions and votes. The company secretary or counsel reviews, because minutes are a legal record.

Typically saves about 50% of the time10 min to set up

1Check whether recording is allowed; for boards, many companies only use typed notes.
2Paste the notes or transcript, plus a past set of approved minutes as the format.
3Use the prompt below.
4Have the secretary or counsel review before circulation; keep sensitive discussion summarized, not verbatim.

Prompt to copy

Draft formal minutes of the [BOARD / COMMITTEE] meeting held on [DATE] using the notes below. Follow the format of the example minutes. Include attendees, quorum, each agenda item with a short summary of discussion, exact wording of any motions, who moved and seconded, and the vote result. Summarize discussion neutrally; do not quote individuals. Mark anything unclear with [CHECK].

Example minutes:
[PASTE]

Notes:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Diligent or BoardEffect minutes tools

Fix 2 of 2

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up

1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
2Turn it on for your recurring meetings and tell attendees it is on.
3After the meeting, review the action items and fix names or owners.
4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

Quick wins

Have you tried…

Have you had AI draft formal minutes from your notes in your board's format?: Give AI your notes and an approved past set of minutes, and it drafts new ones in the same format. The secretary or counsel still reviews them.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

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