How generative AI can improve and streamline board work.

This year has witnessed a dramatic surge in the number of applications and services harnessing generative AI (artificial intelligence). The momentum began with the launch of ChatGPT by OpenAI. Today, this technology is integrated into a diverse range of applications, from word processors and image editors to web browsers.

Generative AI can also support and streamline board work in companies and other organisations through the technology’s ability to:

Gather knowledge and insights ahead of the board meeting
Increase creativity and create better meeting agendas
Empower everyone to write good meeting minutes
Save time and reduce lead times when writing meeting minutes
Simplify decision documentation

1. Gather knowledge and insights ahead of the board meeting

It’s not uncommon that new questions or themes arise that require the board’s attention, but that might fall outside their area of expertise . If you are not an expert on a subject, generative AI can quickly give you a summary of the most essential. You can also ask for a set of specific questions that you as a board member could ask or bring up. In this way, you will quickly familiarize yourself with the subject and be better prepared for the meeting.

2. Increase creativity and create better meeting agendas

If you are not an expert on a subject, it can be challenging to figure out how to arrange the meeting agenda. Generative AI can give you suggestions on how best to frame the discussion around a topic. In this way, you save time and energy that you would otherwise spend on creating the agenda from scratch. This leads to more constructive discussions and better decisions.

3. Empower everyone to write good meeting minutes

Some have a natural talent or have trained for a long time to write concise and to the point meeting minutes, with well worded and grammatically correct language. Others have to take their time to get it done. The review processes can be lengthy with comments that are more about form and choice of words than content. Generative AI can, based on a few short instructions, suggest minutes texts and provide a perfect starting point for quickly writing high quality meeting minutes. Everyone now has access to the world’s largest phrase book that masters most languages

4. Save time and reduce lead times when writing meeting minutes

The biggest problem for most boards is not that the minutes are incomplete or of low quality, instead it is lengthy lead times from the board meeting to the minutes being signed and distributed. Generative AI can quickly write parts of or entire protocols and simplify the work to such an extent that the protocol does not end up on someone’s to-do later list, but is written directly.

5. Simplify decision documentation

Sometimes you have short meetings, maybe about just one decision, that needs to be documented. This is where generative AI is particularly useful. Just type a brief instruction on what decision was made and you will have a complete minutes document in seconds.

Hippoly and generative AI

Hippoly is an easy-to-use board portal for companies and other organizations that want to manage their board work smooth and digitally. The service is integrated with Azure OpenAI Service (same language model on which ChatGPT is based) to further streamline board work. AI technology is for example embedded in our features for creating meeting agendas and writing meeting minutes, providing the user with super powers when creativity or time is running out.

A huge advantage of Hippoly’s features for automatic text suggestions, compared to stand alone services such as ChatGPT, is that the suggestions are an integrated part and available directly when using Hippoly’s features to build an agenda or write meeting minutes. The user gets a significantly smoother work flow and does not have to jump between applications and cut and paste. It also reduces lead times in subsequent processes, such as to give appointed board members the opportunity to review the minutes and finally e-sign to confirm that it is correct. Everything is conducted within a single secure environment.

Our integration with Azure OpenAI Service allows boards using Hippoly to handle all information with confidentiality and interact with AI anonymously. With Hippoly, you can efficiently shorten the lead time and streamline the process, from agenda creation and meeting execution to the documentation of decisions in adherence to best practices.

Read more about how generative AI can improve your meeting preparations and simplify the meeting minutes process. Or create an account and try it yourself!

AI assisted board meeting planning
Self-writing meeting minutes