AI meetingminutes writer for boards & committees

AI can assist with minute-taking, provided it’s used in the right way. A generic AI tool prompted with a transcript may produce incomplete or inaccurate records. In contrast, governance-focused solutions are built to capture and structure minutes reliably; transcribing meeting discussions into clear summaries with decisions and actions highlighted.

With Minute Writer, you can choose how you provide the meeting record. Use Minute Writer’s secure transcription tool to capture and transcribe the meeting directly, or upload a transcript from another service or use your own notes.

If you use Minute Writer’s transcription, the meeting audio, transcript and minutes stay within the same governed environment. You can pause recording for off-record discussion, and the transcript is automatically structured by agenda item ready to turn into a draft of minutes.

Minute Writer also uses your existing agenda and meeting papers, so you don’t need to upload your entire board pack. It can automatically pull through the meeting structure and attendees, include summaries of supporting papers, and apply your preferred formats and pro-forma text.

Whether you start with a Minute Writer transcript, a third-party transcript or your own notes, the result is a structured first draft that’s ready for you to review and finalise.

General AI tools like Copilot or ChatGPT can create basic text summaries, but they aren't built with the rigour, security, or structure required for board governance. They summarise the content you give them, without the governance-specific context and workflows that boards need.

Minute Writer is different. It has been designed specifically for boards and committees, with safeguards and workflows that go far beyond generic tools. For example, it:

• Structures outputs around frameworks developed by our consulting team and used by FTSE 100 and Fortune 500 boards.
• Uses multi-stage prompts that break the task into smaller, reliable steps, producing consistent, board-ready outputs without requiring prompting expertise.
• Is informed by your board's own conventions and the wider context of your meeting pack.
• Gives you control over retention, with data never retained or used to train the AI.

And because it supports the workflow from transcription to drafting and actions, everything stays connected in one place.

This means the minutes you get are consistent, confidential, and tailored to the needs of governance teams, not just a generic summary.

AI tools must safeguard highly sensitive board papers and discussions. That's why leading solutions use encryption in transit and at rest, strict access controls, and compliance-grade hosting. With Board Intelligence's Minute Writer, security goes further:

• Pause transcription at any time, so off-record discussions aren't captured.
• Audio recordings are automatically deleted once transcription is processed.
• Transcripts are deleted once the draft minutes are created, leaving a single record of the conversation in the meeting.
• Retention policies can be configured by the user, so your organisation controls how long data is stored.
• Your data is never used to train AI models.

This gives governance teams greater control over what is captured, who can access it, and how long it is retained — while still getting the speed and efficiency benefits of AI.