Board and Client Meeting Minutes Drafting

• Company Secretary
• Secretarial Practice Lead
• Engagement Partner
• Consulting Engagement Manager

Minutes of board and committee meetings must record decisions, resolutions and dissent accurately, in a form that follows secretarial standards, yet they are usually drafted days later from handwritten notes. Advisory teams face the same problem with client workshops and audit closing meetings: the discussion moved between English and Hindi, and the action list depends on who remembers what.

We build a minutes assistant that takes the meeting recording from Zoom, Teams, Google Meet or a room recorder, together with the agenda and board papers. It transcribes the discussion with speaker labels in English, Hindi and Hinglish, and uses the names, entities and figures in the papers as vocabulary so they are spelt correctly. It then drafts minutes item by item against the agenda: discussion summary, resolution text in your house style, notes on interested directors and dissent, and an action list with owners and dates. Statements the model is unsure of are highlighted with a link to the exact moment in the recording. Nothing is circulated automatically.

• Transcription with speaker labels for English, Hindi and Hinglish meetings
• Custom vocabulary from the agenda, board papers and client names for correct spelling of entities and figures
• Agenda-wise draft minutes in your house template, with resolution wording from your precedent library
• Separate capture of decisions, dissent, abstentions by interested directors and deferred items
• Action list with owners and due dates, exportable to the engagement or task tracker
• Every sentence linked to its timestamp so the reviewer can check it against the recording

1. 01Upload recording and papersThe recording, agenda, notice and board papers are added to the meeting record.
2. 02Transcribe with speakersSpeech is transcribed with speaker labels, using names and figures from the papers as vocabulary.
3. 03Align to agenda itemsThe discussion is segmented and matched to each agenda item.
4. 04Draft minutes and actionsMinutes, resolution text and an action list are drafted in your house template.
5. 05Check flagged statementsThe company secretary checks every low-confidence statement against the recording and edits the draft.
6. 06Approve and exportThe approved draft goes through your normal circulation and signing process, and actions go to the tracker.

1. Capture
   • Meeting platform recording import
   • Room recorder upload
   • Agenda and board paper intake
2. Speech
   • Speech recognition for English, Hindi and Hinglish
   • Speaker diarisation
   • Custom vocabulary from meeting papers
3. Drafting
   • Agenda aligner
   • LLM minutes drafter with house template
   • Resolution precedent library
4. Review and output
   • Editor with timestamp links
   • Action tracker export
   • Minute book storage with retention rules

The company secretary or engagement lead verifies every highlighted statement against the recording and edits the draft. Minutes are finalised and signed through the company's normal process; the assistant never circulates or files anything.

• Zoom, Microsoft Teams or Google Meet
• Board portal software
• SharePoint or Google Drive
• Task or engagement trackers such as Microsoft Planner or practice management software

• Recordings processed in your tenancy and deleted after approval where your policy requires
• Resolution text drawn from approved precedents, never invented for an unidentified item
• Low-confidence statements highlighted rather than smoothed over
• Access restricted to the secretarial or engagement team, with access logs
• No automatic circulation to directors or clients

• Drafts are structured to follow ICSI Secretarial Standards on board and general meetings (SS-1 and SS-2); the company secretary remains responsible for the final minutes.
• For listed companies, board discussions may contain unpublished price sensitive information; access controls and logs are designed to support SEBI insider trading rules.

• Legal

  Hearing and Meeting Transcription with Minutes

  Transcribe arbitral hearings, depositions and client meetings where recording is permitted, label speakers, handle Hindi-English speech and legal terms, and draft minutes for review.

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• Accounting, Audit & Consulting

  Client Document Collection and Follow-Up Agent

  A WhatsApp and email agent that sends each client their pending-document list, recognises what they upload, follows up on schedule and shows the team exactly what is still missing.