The evolving digital landscape has made it imperative for Boardrooms to embrace digital proficiency, leading to the enlistment of tech-savvy, younger board members. This infusion of technology expertise within the Boardroom is crucial for anticipating future disruptions and challenging the organization to effectively leverage digital and technology for enhanced performance.

At Akira Consult Limited, we recognize that one of the less appealing tasks for a Company Secretary is often the recording of meeting minutes. While some secretaries may have the luxury of a supervised colleague taking notes, which are later reviewed for accuracy and circulation, other factors, such as resource constraints or nature of discussions, may necessitate the Company Secretary to consider early adoption of AI for minute-taking.

For secretaries contemplating the utilization of this technology, it’s vital to establish the need for it. Technology has proven to enhance business efficiency, fostering agility—an overarching rationale for adopting AI in the minute-taking process. Not only does this improve the turnaround time for minutes, but it also enables the Secretary to actively contribute to discussions as a governance and ethics partner, effectively managing Boardroom dynamics.

Prior to integrating AI assistance for minute-taking, adherence to technology governance standards within the organization is imperative. The Secretary should ensure alignment with the tech operating model and consider any potential introduction of additional IT risks, seeking the endorsement of the Head of Technology.

Selecting the right AI meeting assistant is pivotal. The ideal assistant should seamlessly integrate with the virtual meeting platform, record and transcribe discussions, and offer AI features to extract key insights and generate action items for subsequent follow-up and execution. Additionally, facilitating collaboration among attendees for input on initial notes before circulation as minutes is essential. While considering options, factors such as price point, ease of setup, use, integration, and security are crucial considerations when incorporating an AI meeting assistant for enhanced efficiency.

A wide array of AI meeting assistant options are available online, and the choice ultimately depends on specific needs and budget considerations. We are excited to evaluate our preferred choice and share the experience—it’s a transformative step we eagerly anticipate!