AI Meeting Transcription for Board Meetings
Last updated: February 13, 2026
Board meetings require accurate, formal documentation: decisions, votes, action items, and attendee records. Menutes captures every word with AI-powered speaker identification and generates structured minutes automatically, reducing post-meeting documentation time by hours.
Common challenges
- Writing formal meeting minutes manually takes 2-4 hours per board meeting
- Minutes often miss nuances, exact wording of decisions, or who said what
- Secretary role creates an unequal burden and divides attention during the meeting
- Delayed minute distribution slows down action item follow-through
- Sensitive board discussions require strict data handling and compliance
Why do board meetings need specialized transcription?
Board meetings produce legally significant documentation. The minutes serve as the official record of decisions, votes, and fiduciary discussions. Unlike casual team standups, board minutes often need to capture exact phrasing of resolutions, track attendance formally, and distinguish between motions proposed, seconded, and carried.
Menutes handles this by recording in-person board meetings directly from a phone or laptop placed on the table. The AI identifies each speaker, producing a full transcript that the secretary can use as the basis for formal minutes. The automatic summary extracts decisions made, action items assigned, and next steps, the three elements every board minute must contain.
For boards that meet quarterly, this means the secretary spends 15 minutes reviewing AI-generated minutes instead of 3 hours reconstructing them from memory and handwritten notes.
How does Menutes keep board recordings secure?
Board discussions often involve confidential financial data, personnel decisions, and strategic plans. Menutes is built by AI Eesti OÜ in Estonia, with all data processing on EU infrastructure. Recordings and transcripts are encrypted in transit (TLS 1.3) and at rest (AES-256).
Board members and administrators can delete recordings and transcripts at any time. There's no data mining, no third-party sharing, and no advertising. For organizations subject to GDPR, SOX, or internal governance policies, Menutes provides a compliant recording solution without the legal ambiguity of US-hosted alternatives.
The Team plan allows organizations to control who has access to board recordings, ensuring that sensitive discussions remain restricted to authorized participants.
What does a typical board meeting workflow look like with Menutes?
Before the meeting, the board secretary opens Menutes on a device and places it centrally on the table. Recording begins with one tap. During the meeting, the AI processes audio in real time, identifying speakers and transcribing the conversation.
After the meeting ends, Menutes generates structured minutes within minutes. The output includes: a list of attendees (identified by voice), decisions made with exact context, action items with assigned owners, and a summary of key discussion points.
The secretary reviews the AI-generated minutes, makes any necessary edits (typically minimal), and distributes them via email directly from the app. What previously took hours now takes 15-20 minutes.
For recurring board meetings, Menutes' meeting history allows tracking of action item completion across sessions, ensuring accountability between meetings.
How accurate is speaker identification in board settings?
Board meetings typically have 5-15 participants in a conference room, which is an ideal scenario for Menutes' speaker diarization. The AI distinguishes speakers based on voice characteristics even when participants sit close together.
Accuracy improves across sessions as the system learns individual voice profiles. For the first meeting, you may need to label speakers in the transcript. By the third or fourth session, Menutes identifies regular board members automatically.
For best results, place the recording device in the center of the table and ensure the room doesn't have excessive echo. Modern conference rooms with acoustic treatment work exceptionally well. Even in less ideal conditions, the AI can typically identify 90%+ of speaker transitions correctly.
Tips for better results
Position the device centrally
Place your phone or laptop in the center of the boardroom table for equal audio capture from all participants.
Start recording before the meeting begins
Capture informal pre-meeting discussion and attendance confirmation by starting the recording a few minutes early.
Use consistent seating
When board members sit in consistent positions across meetings, speaker identification accuracy improves faster.
Review minutes same-day
Edit and distribute AI-generated minutes on the same day while discussions are fresh. The AI does 90% of the work; you just verify accuracy.
Archive recordings for governance
Premium and Team plans provide unlimited meeting history, creating a searchable archive of all board proceedings for compliance and reference.
Try Menutes free
5 hours of free transcription per month. No credit card required. Works for in-person and virtual meetings.
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