When we operate as though we can multitask, we waste time, make errors, and even reduce our creativity. Yet, most meetings expect attendees to engage in discussions while taking notes. Is it any wonder that 65% of meeting participants believe meetings are a waste of time?
Recording meetings doesn’t eliminate note-taking because board members will still take notes rather than listen to a recording of a meeting they’ve already attended. Having someone transcribe the recording requires significant post-meeting time with several review cycles, creating a long delay between meeting and minutes. Even after editing, inaccuracies may remain.
Incorporating AI tools for meeting notes allows members to focus on content. Meeting information can be ready for review in minutes, and board administrators can construct meetings that foster creativity and improve productivity.
What are Automated Meeting Notes?
Automated meeting notes are applications that use technologies such as artificial intelligence (AI), natural language processing (NLP), machine learning (ML), and speech-to-text to generate written records of what transpires during a meeting. These applications incorporate some, if not all, of the following capabilities:
- Capture a meeting’s audio using video conferencing tools.
- Convert the audio into text using speech recognition software.
- Analyze the text using natural language processing algorithms to understand the meeting’s context, recognize language patterns, and generate text.
- Summarize a meeting’s content, underscoring the main ideas, highlighting action items, and outlining key decisions.
- Deliver the meeting notes to attendees.
Digital meeting notes can be organized, indexed, and structured for easier access. Some applications even make the notes searchable and provide an AI assistant to help extract information.
Keep that work inside your governance record, not a public chatbot.
Benefits of AI to Automate Meeting Notes
Saving time is the primary benefit of artificial intelligence tools for business. AI applications can create agendas to keep meetings on schedule and allow meeting participants to prepare. They can also record, generate, and distribute minutes. Some types of artificial intelligence tools can send follow-up notices and reminders.
Relying on AI for these tasks gives people time to innovate for organizational growth. The following features highlight the time-saving benefits of AI tools for meeting notes.
Improved Focus During Meetings
Task-switching is no longer needed with automated note-taking. Meetings become more productive as attendees can fully engage in conversations, knowing the information will be available. There’s no need to repeat or interrupt discussions because someone lost focus.
Accurate and Consistent Documentation
When people change focus, they can miss details or lose context, which can introduce errors. AI reduces errors that can result from task-switching. The technology converts speech to text and can include referenced documents as part of a meeting summary.
Actionable Summaries and Follow-ups
AI-enabled meeting notes provide a meeting summary with clearly defined action items for follow-up. These applications can be configured to send reminders to responsible parties to ensure tasks are completed on time.
Saves Time Pre- and Post-Meeting
AI can use existing data to generate agendas and distribute reminders. It can also pull supporting documentation, so everything is in one place for anyone reviewing meeting notes. Because AI can generate reviewable drafts in minutes, the time required to complete post-meeting items is reduced.
Supports Asynchronous Work
With accurate and consistent meeting documentation, participants can view the AI-generated data as a single source of truth, allowing team members to work asynchronously. These solutions reduce the time individuals spend cross-checking information or waiting for feedback. They can seamlessly move to complete their assigned tasks.
Searchable Meeting History
Trying to locate previous discussions on a topic can be time-consuming, especially if the data is unsearchable. AI has the resources to process and catalog large volumes of data quickly, making historical data searchable.
Introducing OnBoard AI
OnBoard AI is end-to-end AI board meeting software that builds agendas, records meetings, and provides insights. It enables board members to focus on critical tasks while providing historical data to help guide decisions. Designed for governance, OnBoard AI uses Microsoft Azure infrastructure for secure operations.
Here are the primary benefits:
- Automated Drafting: OnBoard AI uses meeting recordings, agenda, and notes to auto-generate a draft of the meeting minutes, reducing manual effort and speeding up documentation.
- Smart Transcription and Summarization: It securely records meetings and provides a searchable transcript that highlights key points, decisions, motions, and actions, transforming real-time conversations into structured outcomes.
- Time Savings: Reduces the need for manual transcription and note-taking, freeing staff from the tedious process of capturing meeting minutes.
- Enhanced Accuracy: AI reduces the risk of human error, ensuring important decisions and motions are accurately captured and easy to reference.
- Governance-Ready: Unlike general transcription tools or chatbots, OnBoard AI is built specifically for board governance with security, workflows, and context needed by board professionals.
Add the Power of Artificial Intelligence to Your Boardroom
With OnBoard AI, organizations receive end-to-end visibility, making governance transparent. They benefit from time-saving features that can consume a workday while obtaining valuable insights for decision-making. OnBoard AI consists of the following modules.
- Agenda AI: Create agendas from source material or write a prompt to let the software propose one. Designed for experienced and inexperienced users, Agenda AI means no more struggling to prepare an agenda.
- Minutes AI: An AI note-taker should look like Minutes AI. Organizations can record meetings, receive a full transcript, or read a summary of key points. They can configure the workflow to automate as much or as little as needed to reflect a board’s style.
- Book AI: Book AI can search board materials for related discussions or documents to help clarify information as members review policies, proposals, or financial statements. Book AI eliminates disruptions while maintaining workflows by delivering the data when needed.
- Assist AI: This application works like an AI assistant for meeting minutes by providing added information in context. Assist AI can answer questions or retrieve information to help clarify key points.
- Insights AI: Boards can easily experience information overload. With Insights AI, organizations can identify under-the-radar issues before they become visible. It can also highlight regulatory or compliance concerns.
- Actions AI: AI can keep boards on-task by flagging incomplete items and identifying individual follow-up tasks. Actions AI ensures continuity between meetings and keeps members informed on the status of critical actions.
While OnBoard AI offers the latest AI capabilities, it isn’t just about technology. It’s about leveraging AI features to help boards manage their most limited resource: time.
OnBoard AI eliminates task-switching during meetings to improve productivity and minimizes errors resulting from a lack of focus. The software delivers more efficient processes from agenda creation to action items and generates data-based insights for improved governance.
Start your free trial today to see how OnBoard AI streamlines board operations.
Enhance strategic meetings with OnBoard's intuitive board management tools.
Ready to upgrade your board’s effectiveness with OnBoard the board intelligence platform? Schedule a demo or request a free trial.
About The Author
- Adam Wire is a Content Marketing Manager at OnBoard who joined the company in 2021. A Ball State University graduate, Adam worked in various content marketing roles at Angi, USA Football, and Adult & Child Health following a 12-year career in newspapers. His favorite part of the job is problem-solving and helping teammates achieve their goals. He lives in Indianapolis with his wife and two dogs. He’s an avid sports fan and foodie who also enjoys lawn and yard work and running.
Latest entries
Board Management SoftwareNovember 18, 2025What is an Independent Director? (Overview, Roles, and Responsibilities)
Board Management SoftwareNovember 17, 2025Nonprofit Board News, November 2025: Compliance, Funding, Governance Pressures
Board Management SoftwareNovember 17, 2025Corporate Board News, November 2025: Evolving Governance, Disclosure, and Pay
Board Management SoftwareNovember 17, 2025What is a Vote of No Confidence? (Overview, Definition, and Examples)
