How to Automate Board Meeting Minutes in 5 Steps

At OnBoard, we make it as easy as possible for you to utilize our features. This includes our AI meeting transcription tool. Here’s a look at the steps involved in automating your meeting minutes:

1. Enable Minutes AI

The first step is to enable Minutes AI, and this can only be done by an organization’s admin. The admin should follow these steps:

1. From the navigation panel, access your organization’s Settings.
2. At the top of the page, choose the Feature tab.
3. Scroll down until you see the Minutes AI – Meeting Minutes, Recording & Transcription.
4. You can toggle to enable or disable Minutes AI.

If you’ve enabled Minutes AI, all the meetings with Remote Details featuring Zoom or Microsoft Teams URLs will be enabled to be recorded and transcribed. After 90 days, the meeting’s recordings and minutes are automatically deleted. 

2. Schedule Meeting Recording and Transcription

To schedule the recording and transcription for an upcoming meeting, the organization’s admin must follow these steps:

1. Choose Setup Remote Meeting within the meeting details of the upcoming meeting. 
2. When you’re using the Zoom or Microsoft Teams Integration, choose the right account from the Configured Accounts dropdown menu.
3. If you aren’t using the Zoom or Microsoft Teams Integration, you need to add the meeting URL and other details under Configure Manually. 
4. After you’re done, click Save Changes. 

You can also use the Minutes AI feature to manage all your remote meetings. 

3. Recording the Meeting

In the Meeting Minutes, you can access the Meeting Recording, Transcription, and Minutes Rich Text Editor. This information is located under the Open Minutes. It is possible for more than one admin to review the recording at the same time. 

When the meeting starts,  the OnBoard Recording Assistant automatically tries to join any Zoom or Microsoft Teams meetings. If it’s a Zoom meeting, the person hosting the meeting needs to approve the OnBoard Recording Assistant joining the meeting. A pop-up appears, and they need to press Approve. 

The admin can pause and stop the recording during the meeting. They can also restart the recording during the meeting. You have a lot of flexibility as to when you do and don’t record. 

4. Complete the Record

To complete the record and generate your meeting minutes, you must start with the meeting outline.  Minutes AI automatically drafts a meeting outline from the recording of the meeting. You need to use the Minutes Editor to write the minutes based on the outline you have. The program uses the meeting outlines, the board meeting agenda outline, and your notes to create the minutes. Once you have everything in place, it’s a simple matter of pressing the button to generate the first draft of the minutes. 

5. Distribute and File

When you generate the minutes, you can use the Options button to publish the meeting minutes. You can also use it to create a PDF or Word Document of the file. Send a copy of the minutes to anyone you think needs a copy. It’s also possible to keep a copy of the minutes on the platform, so they can be accessed by others. If you have a public portal, members can see any saved and filed minutes.