Board AI: Intelligent solutions for smarter board meetings

Artificial intelligence (AI) is revolutionising how companies operate — from top to bottom and back up again. The AI market is already valued at $196.63 billion, and is projected to grow 36.6% each year between now and 2030. 

Boards aren’t immune to these shifts; AI has the potential to transform the ways boards operate, equipping executives with tools to handle complex challenges and make real-time, impactful decisions. 

Board AI can elevate board performance , simplifying meeting preparation, enhancing decision-making, and strengthening collaboration — all while maintaining robust security. However, to realise its full potential, boards need to adopt AI in the right ways, and in order to do this, boards need to be prepared. The reality for many is that they simply aren’t. 

In this article, we explore what board AI is, how boards can prepare to embrace it, and its potential to enhance governance for the boards of the present and the future. 

What is board AI?  

Board AI refers to the use of artificial intelligence to optimise the processes and practices of boards. By harnessing technologies like natural language processing, board AI can reduce administrative tasks, deliver actionable insights, and enable more informed and timely decision-making.  

At its core, board AI is designed to enhance governance by streamlining meeting preparation, automating repetitive tasks, and improving collaboration. Its functionalities include everything from summarising complex documents and generating data-driven insights to providing real-time analytics and facilitating secure communication.  

Trends driving the adoption of board AI  

The adoption of AI in boardrooms is being accelerated by a number of prevalent trends:  

• Hybrid and remote work have made it essential to use technologies that enable seamless collaboration. For example, in the context of governance, paperless board meetings are becoming the standard. 
• Increasing complexity of decision-making, driven by globalisation and rapidly evolving markets, necessitates tools that can process and analyse extensive datasets.  
• Demand for data-driven decisions highlights the need for predictive insights to stay competitive.  
• Heightened cybersecurity concerns push boards to adopt AI for safeguarding sensitive information.  

However, perhaps the most important trend shaping board AI is a lack of expertise and preparedness. 

Recent research found that just 2% of boards said they consider themselves “highly knowledgeable and experienced” in AI. And 41% of executives confirmed that their organisations are not prepared for the future. 

According to Lara Abrash, Chair of Deloitte US, “There is a real danger in organisations not moving quickly enough to fold AI into the board agenda.” Boards need to recognise the benefits of embracing AI for themselves, and force the topic of AI to the fore when it comes to how their organisations are operating.   

What are the benefits of using board AI in meetings?  

AI brings significant advantages to board meeting management  by improving decision-making, increasing efficiency, fostering collaboration, and enhancing security. These benefits equip boards to operate more strategically and effectively in a complex, fast-moving world.  

Enhanced decision-making  

AI empowers boards with data-driven insights, enabling executives to make more informed choices. Real-time analytics and scenario planning tools allow executives to explore potential outcomes and align decisions with organisational goals. For example, AI can synthesise vast datasets into concise insights, helping boards anticipate challenges and seize opportunities.  

As Anthony Quigley from The Corporate Governance Institute explains, “One of AI’s most significant advances around AI and boardroom decision-making is the ability to process vast amounts of data quickly and accurately.” 

Reduced admin 

Repetitive tasks, such as drafting agendas or documenting minutes, often consume executives’ time — but aren’t good uses of it. AI automates these processes, ensuring accuracy while removing the time investment. Streamlined workflows mean faster execution, reduced administrative burden, and better resource allocation. 

According to Quigley, “In the boardroom, AI is helping to streamline processes, enhance productivity, and reduce costs. For example, Robotic Process Automation (RPA) can handle routine administrative tasks such as data entry, freeing up employees to focus on higher-value activities. “  

Greater focus 

AI makes it easier for boards to focus their contributions on what has the greatest impact. With the ability of AI to condense vast amounts of information or data, and create actionable summaries, board members can spend less time reviewing irrelevant information, and more time focussed on strategic priorities where they can add — and create — value. 

Better collaboration  

AI-driven tools enhance collaboration by enabling real-time annotations, voting, and seamless communication. These features make hybrid and remote meetings more productive, fostering meaningful dialogue and alignment among board members. AI ensures that every voice is heard and every decision is documented.  

More functional processes 

Given the formal nature of board meetings, process and rigour come with the territory. However, amidst the need for procedure, complexity can arise — and inefficiency is often the result. AI helps boards to automate and optimise meeting processes throughout the entire meeting lifecycle, from preparation to follow-up. 

Sherpany’s AI features for better board meetings  

Sherpany’s AI features are designed to tackle common challenges faced by boards, offering practical solutions that save time, improve accuracy, and enhance decision-making. Let’s explore these features and their transformative impact.  

Meeting Minutes Copilot: Simplify documentation  

Manually capturing accurate, actionable meeting minutes is a laborious process. It diverts focus from meaningful discussions, often resulting in incomplete or unclear records that hinder effective follow-up.

How Minutes Copilot helps

Sherpany’s Minutes Copilot redefines meeting documentation by automating the creation of detailed, structured, and legally compliant minutes. This AI-powered tool:

• Transforms transcripts into actionable records: Automatically identifies and organises key points, decisions, and tasks into clear, polished sections, ready for refinement if needed.
• Supports every meeting format: Whether in-person, hybrid, or remote, it integrates seamlessly into your workflows, ensuring stress-free documentation regardless of how your team connects.
• Prioritises privacy and security: Transcriptions and minutes are securely stored and permanently deleted when no longer needed, safeguarding confidentiality and adhering to stringent privacy regulations.

The benefits

By automating the minute-taking process, Minutes Copilot empowers executives to:

• Deliver refined minutes immediately after meetings.
• Ensure accuracy and clarity, enabling precise follow-up actions.
• Fully engage in discussions, free from the distraction of manual note-taking.

Insights Copilot: Turn data into meeting intelligence  

Tracking progress, identifying trends, and uncovering actionable insights from meeting data can feel like searching for a needle in a haystack. Without a clear connection to past discussions, boards risk duplication, missed opportunities, and fragmented decision-making.

How Insights Copilot helps

Sherpany’s Insights Copilot brings clarity to complexity, turning historical data into strategic intelligence. By seamlessly connecting the dots between present and past discussions, it ensures your meetings are informed and productive. Key features include:

• Automated context retrieval: AI assembles all relevant past meeting materials, so your discussions are informed by complete and accurate information.
• Pattern and trend identification: Insights Copilot analyses discussions across meetings, highlighting recurring themes and opportunities for strategic alignment.
• Eliminating unnecessary repetition: By linking past and current agenda items, it ensures your board avoids retreading old ground, saving valuable time.
• Covering blind spots: Gain a full view of past meeting data, delivered at exactly the right time to illuminate overlooked details.

The benefits

With Insights Copilot, boards and leadership teams are empowered to:

• Drive informed and strategic decision-making.
• Maintain continuity and alignment across meetings.
• Proactively identify trends and plan effectively for the future.

Agenda Copilot: Build purposeful agendas  

Crafting effective agendas often feels like a balancing act — juggling objectives, topics, and time allocations. This process can be tedious and frequently leads to disorganised, unproductive meetings that fail to deliver meaningful outcomes.

How Agenda Copilot helps

Sherpany’s Agenda Copilot leverages AI to revolutionise how agendas are created, optimised, and executed. By continuously learning and adapting, it ensures every meeting is purposeful and outcome-driven. Key features include:

• Clear objectives, structured topics: Agenda Copilot guides organisers to set precise goals and organise discussions effectively, ensuring meetings stay on track.
• Intelligent time allocation: AI recommendations help allocate time wisely, ensuring every topic receives the attention it deserves.
• Streamlined administration: Automates repetitive tasks such as formatting and template creation, freeing you to focus on meaningful preparations.
• Continuous learning and improvement: AI learns from past meetings to refine and enhance future agendas, embedding best practices into your workflows.

The benefits

Agenda Copilot empowers executives to:

• Save time by automating administrative tasks.
• Facilitate more focused, efficient, and impactful meetings.
• Elevate meeting outcomes through structured, well-planned agendas.

 How to adopt board AI effectively

The successful adoption of AI requires careful planning and a commitment to ongoing learning. Boards can maximise the impact of AI by following these strategic steps:

1. Educate board members

Understanding the basics of AI is crucial for its effective implementation. Boards should invest in training sessions to familiarise members with AI concepts, capabilities, and potential risks. Providing hands-on demonstrations of AI tools can also help reduce apprehension and build confidence.

As Grzegorz (Greg) Ombach Ph.D , Chair of AdVen Technologies, explains, “upskilling [boards] to work with AI and fostering a culture that embraces AI-driven experimentation will ensure agility and informed decision-making.” 

2. Listen to solid AI expertise  

AI is unfamiliar territory for the majority of boards, and this needs to be addressed up front. Either recruiting a board member with AI experience, or partnering  with AI experts or consultants can provide valuable insights into best practices and emerging trends. 

3. Evaluate needs — and choose the right solutions

Conducting a gap analysis allows boards to pinpoint areas where AI can deliver the greatest value. By identifying inefficiencies or challenges in current processes, boards can prioritise AI solutions that address their specific needs, ensuring the best return on investment.

4. Start small and scale up

Pilot projects are a smart way to introduce AI without overwhelming the organisation. By starting with a single AI tool or a specific process, boards can assess its effectiveness and gather feedback. Once initial success is achieved, AI can be rolled out more broadly across board processes.

5. Build a tech-savvy culture

AI adoption is most successful in a culture that embraces innovation and continuous learning. Boards should foster open dialogue about emerging AI trends and encourage members to stay informed. Promoting a forward-thinking mindset ensures that boards remain agile and future-ready.

Board AI: Future-proof your board meetings today 

AI is no longer a futuristic concept; it is a transformative tool that boards can use to meet the challenges of modern governance . By simplifying meeting preparation, enhancing decision-making, and fostering collaboration, AI empowers boards to focus on what truly matters—steering their organisations toward long-term success.

As the landscape of board governance continues to evolve, those who embrace AI thoughtfully and effectively will be best positioned to govern with confidence and agility into the future.

If you're ready to future-proof your board meetings, and find out how Sherpany can help.