Meeting Minutes are an essential part of the compliance process. They allow you to record meetings and maintain high governance standards.
Unfortunately, they can be time-consuming. When time means money, you want to streamline as many processes as possible. Thankfully, with Convene that means auto generated Meeting Minutes.
You may be asking, how long can creating Meeting Minutes actually take? The answer may surprise you, because writing up Meeting Minutes can actually take as long as the meeting! That means if you have had a two hour team meeting, typing up the meeting minutes can take a minimum of two hours!
On the other hand, auto generated Meeting Minutes can be reviewed and published within a matter of minutes. You no longer have to spend hours trying to make sense of inconsistent information from previous meetings.
How Do Auto Generated Meeting Minutes Work?
Using Convene’s Meeting Minutes feature couldn’t be easier. Your Board Administrator needs to simply input meeting notes alongside the meeting Agenda. Then, Convene will generate a template with the information already inputted. You will have a ready-made record of all the items discussed!
This means you can control the whole process from within the Convene app. The template also includes any resolutions and in-app voting results.
With Convene, you can also make notes on the documents for your own reference later on. These can be both private or shared annotations, meaning your attention can be drawn to specific highlighted items or topics of debate.
Automated reminders make it easy to compile and assign Action Items. These will then be added to the auto generated Meeting Minutes to be reviewed at the following meeting.
Automated Minutes in Convene
Automated Minutes streamlines the post-meeting workload by turning what happened in the meeting into a structured draft. Instead of relying on scattered notes, governance teams can capture key outcomes in a consistent format, including decisions and actions with the supporting context, so the record is clearer and easier to review.
As the minutes are editable, users can review the wording, tighten summaries and add context to ensure the final record accurately reflects what the board agreed on.
It also speeds up the approval cycle. The minutes can be produced and circulated sooner which reduces the back-and-forth that often delays approvals. When minutes, actions and meeting materials sit in the same secure workflow, it’s easier to assign owners, track follow-through and maintain an audit-ready evidence trail which strengthens accountability and helps boards demonstrate good governance with less administrative effort.
What Happens After The Meeting Minutes Are Generated?
Once the Meeting Minutes’ template has been generated, your Board Administrator can finish-up adding any other extra information. This might include points of debate.
Then, after your Board Administrator has checked over the template, they can enter the Meeting Minutes into the Review Room. At this point your Chairperson and other Executive Members can check the Meeting Minutes are correct in real time. They can then be published for the other Board Members and potentially the organisation to see.
After passing the review stage, the Meeting Minutes can be published in the Document Library. They can then be attached to the next Board Pack for the Board to review. Any papers published in Convene’s Document Library have role-based access controls for maximum security.
How Can Convene Help Your Board To Streamline Meeting Processes?
From start-to-finish, Convene aims to make the meeting process smart, simple and secure. We are an award-winning Board Portal designed with your team members in mind.
Convene is also now available as an extension within Microsoft Teams, so now your whole organisation can plan, meet and do more efficiently. Our comprehensive features make managing meetings simple:
- An Agenda Builder to save precious time and energy in meeting preparation.
- A Document Library with granular access controls and role-based access to ensure your sensitive documents are protected.
- A built-in Audit Trail, so you can be sure you are compliant with all regulations.
- Surveys, with the option for anonymity, so you can be sure you are aware of your employees’ opinions.
- Accessibility Features, including text-to-voice, which makes us the leading accessible Board Portal.
- Fully-GDPR compliant security with AES 256-bit encryption and CMMI Level 5 accreditation to support your governance processes.
If you’d like to learn more about how Convene can help your organisation, don’t hesitate to contact us or book a free demo today!
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