Cut admin time with AI meeting minutes for your board

When it comes to board meetings, taking minutes shouldn’t be taking unnecessary time — or brainpower. Even more so in the age of AI. 

AI meeting minutes — like those delivered by Sherpany’s Minutes Copilot — are changing how boards capture vital details from board meetings — transforming a traditionally time-intensive task into a fast, frictionless process. This means that board members can wave goodbye to frantic note-taking and last-minute write-ups, and instead embrace a meeting minutes process in which they almost write themselves. 

This frees up vital capacity for board members to focus on steering conversations rather than transcribing them, and removes the scope of human error in providing an auditable record of discussions, decisions, and actions resulting from board meetings.  

This article explores how AI meeting minutes are reshaping board operations, including:

• What AI meeting minutes really are — and how they work
• The benefits (and the boundaries) of relying on AI for board documentation
• How to start using AI in a way that supports airtight governance

If you’re ready to spend less time typing and more time thinking, let’s begin.

What are AI meeting minutes and how do they work?

AI meeting minutes are a fast, smart way to capture and organise board discussions — without the paper chase. They use artificial intelligence to listen in, record what's said, pick out the key themes, and serve up a structured summary almost instantly.

Unlike traditional minute-taking — which relies on manual notes, memory, and hours of formatting — AI tools operate in real-time. They transcribe speech as it happens, recognise who’s speaking, and detect decisions, action points, and motions with surprising accuracy. The result? Crisp, clear, board-ready minutes that land faster than a coffee break.

Here’s how it works:

• Capture: AI listens to the conversation via integrated audio tools.
• Summarise: Natural Language Processing (NLP) identifies critical moments — like decisions made, risks raised, or tasks assigned.
• Organise: It formats everything neatly by agenda item, making your minutes easier to review and approve.

Instead of wading through notes or deciphering shorthand, board secretaries and general counsels can focus on what really matters: keeping the meeting on track and supporting great decision-making — set to the backdrop of insights being delivered in a timely, helpful manner. For governance teams, it’s a shift from being buried in admin to becoming strategic enablers — a change that boosts both pace and impact.

What are the benefits of AI meeting minutes?

Minute-taking becomes faster, clearer, and more consistent — giving boards more time to think strategically. With less admin and greater accuracy, AI meeting minutes help boost transparency, cut errors, and keep decisions moving without missing a beat .

Most boards know that minute-taking is a drain on time — but it’s also a hidden source of risk and inconsistency. When meetings move fast, even experienced secretaries can miss details. That’s where AI meeting minutes bring real value: they help boards run smoother, stay aligned, and make better use of everyone’s expertise.

What used to take days now takes minutes — literally. According to The Chartered Governance Institute UK & Ireland, it takes around 10 hours on average to produce a full set of board minutes. AI tools help reclaim that time — without compromising rigour:

1. Unlocking vital capacity  

For corporate secretaries and chairs, time is precious. AI drastically reduces the hours spent on admin by capturing and drafting minutes automatically. What used to take days now takes minutes — literally

2. More accuracy, less guesswork 

AI tools listen carefully and consistently. They don’t get tired or distracted, and they don’t interpret things through a fog of fatigue. You get a factual, impartial record — the kind that stands up to scrutiny and saves you from disputes.

3. Greater transparency 

Every decision, comment, and action is clearly documented. That means better records, clearer follow-ups, and less chasing people for clarity after the meeting. Accountability goes up — but the admin burden goes down.

4. Enhanced focus 

With the pressure off minute-taking, everyone in the room can think more strategically. No more worrying about who said what — AI's on it, so you can stay present, lead effectively, and spot the opportunities in front of you.

How do AI meeting minutes improve your approach to governance?

Strong governance needs structure, not stress. AI meeting minutes support compliance with clear documentation, tailored templates, and secure data handling — giving your board the confidence to meet its responsibilities without getting buried in admin.

Built-in compliance, baked into every line 

Leading AI tools — including Sherpany’s Minutes Copilot — support legal and regulatory compliance support legal and regulatory compliance by documenting key motions, votes, and decisions in structured formats. They follow clear rules, not hunches, and can be configured to flag anything missing or incomplete.

Templates tailored to your governance standards 

No more scrambling to remember what goes where. AI meeting tools come with customisable templates that match your organisation’s specific policies — whether that’s ISO requirements, listing rules, or internal governance codes.

This also makes audits easier — with structured records, it’s simpler to demonstrate accountability and prove that decisions were made following the right procedures.

Security that matches your boardroom's standards 

Sensitive board data remains locked down, with:

• End-to-end encryption
• Role-based access controls
• Local data storage where required

The best tools don’t just capture what’s said — they’re designed with enterprise-grade security to ensure your documentation supports legal and regulatory requirements. As Herbert Smith Freehills puts it, governance in the age of AI demands clear oversight, structured decision-making, and transparency around how the tech is used.

What are the limits and risks of AI meeting minutes?

Smart tools can misinterpret complex discussions or miss subtle context. That’s why human oversight matters when using AI for meeting minutes — as the Governance Institute of Australia warns — especially where compliance, confidentiality, and context matter most.

1. Complex conversations can be challenging to capture 

Boardroom discussions often deal in nuance. When topics get sensitive — like executive compensation, risk mitigation, or strategic pivots — AI may miss the full context or misinterpret the tone. A wrong word here can lead to a wrong assumption later.

2. Human oversight is still non-negotiable 

AI can write the first draft, but it shouldn’t have the final say. Corporate secretaries and governance leads are still essential for reviewing and validating content, especially where the stakes are high or legal implications are involved.

3. Know your roles: AI drafts, people decide 

Think of AI as your assistant, not your author. It captures the details, suggests a structure, and does the heavy lifting. But it’s your eyes, ears, and experience that give the final green light. That partnership keeps your minutes sharp, accurate, and defensible.

How can your board start using AI for meeting minutes?

Introducing AI for meeting minutes doesn’t have to be a grand transformation. Start where admin slows you down — then test a solution that fits your board’s needs. Pilot it in one meeting, refine the process, and scale from there.

• Pinpoint your pains: Start by asking: Where is your meeting admin dragging? Is it creating agendas? Writing up minutes? Following up on tasks? The answers will guide you to where AI can help most.
• Choose a solution that understands governance: Not all AI is boardroom-ready. Look for platforms that encrypt data end to end, allow you to tailor templates to your board’s needs, and keep records structured and audit-ready. 
• Start small, learn fast: Pilot the tech with one committee or one meeting. Review the output together, tweak your process, and get feedback from everyone involved. You’ll build trust in the tool and confidence in the results.
• Pick a partner you can trust: Sherpany’s Minutes Copilot combines the speed of AI with a deep understanding of governance needs — from Microsoft Teams integration to structured, agenda-aligned minutes. Our platform is built for leaders who need both innovation and rigour. From minute-taking to agenda creation, we help you work faster — and sleep better.

AI meeting minutes: Make space for better board conversations

When AI takes care of the paperwork, your board gets to focus on the big stuff. Less scribbling. More steering. The conversations shift from procedural to purposeful — from “what did we say?” to “what should we do next?”

Boards that embrace AI aren’t just saving time — they’re signalling that they’re forward-thinking, digitally fluent, and focused on what matters. It’s not about replacing people — it’s about augmenting their capabilities and equipping them to lead with greater clarity and speed.

Ready to cut the admin and unlock the power of your meetings? Book a demo with Sherpany and see how AI-powered minutes can transform your board meetings.