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Get started with board and committee meetings

This guide shows Meeting Admins how to run board/committee meetings end-to-end in Decisions—from preparing the agenda to generating a Meeting Book and Meeting Slides, running the meeting in Microsoft Teams, and producing AI Minutes.


Recommended workflow checklist

1. Before the meeting

  • Create meeting in Outlook as usual
  • Build Agenda and Notify attendees
  • Generate Meeting Book
  • Generate Meeting Slides (if used)

2. During the meeting

  • Start the Teams transcript (or use Decisions AI mobile app if appropriate)
  • Run the meeting from the Agenda/Meeting Slides
  • Capture additional notes, decisions and action items per agenda item if needed

3. After the meeting

  • Generate AI Minutes
  • Review and finalize
  • Publish and share minutes
  • Follow up on action items


Step 1: Prepare the Agenda

  • Open the meeting in the Decisions app
  • You can either create it manually by clicking on Create agenda or use the AI Agenda Assistant to start building it based on an existing agenda document (e.g. Word, PDF)

  • Choose a relevant storage location

 

  • Finalise the agenda by uploading or linking supporting documents under the relevant Agenda item
  • Publish and notify attendees and guest presenters (if your workflow includes guests)

Tip: You can save agenda templates to reuse for future meetings.


Step 2: Generate and share the Meeting Book

The Meeting Book is your board/committee packet, which includes Agenda plus attached materials compiled in a single PDF file for easy reading and distribution.

  • From the Menu (3 line "hamburger" symbol), choose Create Meeting Book. This will generate the draft version in Word.

 

  • Choose options such as agenda items and attachments. Note that the Word add-in Meeting Documents Manager needs to be available to complete this step.

 

  • Then merge into a PDF, share with the attendees (including external ones)

Step 3: Generate the Meeting Slides

  • In the Agenda Menu, choose Generate Meeting Slides
  • Generate slides from your Agenda (titles and structure)
  • Follow this article for detailed steps: Generating Meeting Slides

Step 4: Run the meeting

  • Start the Microsoft Teams recording/transcript at the beginning of the meeting. There is also the option to preset the meeting for automated recording

  • If you’re in the room or away from your laptop, use the Decisions AI mobile app to capture meeting notes. Here is how to do it: Creating Recap or AI Minutes from an in-person meeting 
  • You can also capture additional notes, tasks and decisions manually live during the meeting if needed


Step 4: Generate AI Minutes

  • After the meeting, click on Minutes at the top of your agenda or directly on your dashboard
  • Choose Generate with AI to create a draft from your transcript and notes

Review and finalize

  • Validate governance-critical details:
    • Attendance
    • Decisions and action items
    • Meeting notes for accuracy
    • Share with other attendees for review if needed

Publish and share

  • When ready, choose Finalize
  • Share finalized minutes with attendees and other stakeholders as needed

Note: For more complex board and committee workflows, Decisions also includes other features for advanced governance needs, such as:

  • Voting as well as Structured Approvals for formal approvals and recorded outcomes
  • Restricted access to specific attachments (so only the right people see sensitive materials)
  • Electronic signature for approvals and document sign-off
  • Customizable meeting documents to match your organization’s format and branding