Record board meetings: How to automate your board meeting minutes

The minutes of a board meeting are mandatory – but the effort involved is often disproportionately high.

Meeting Metrics automates this process: meetings are transcribed, structured summaries are created, and converted into a finished protocol – including resolutions, voting results, and to-dos.

The result: instead of 60–90 minutes of post-processing per meeting hour, you only need about 15 minutes for the final review.

Legal basis: obligation to keep minutes according to CO Art. 713 para. 3

Swiss Code of Obligations clearly requires:

Minutes must be kept of the negotiations and resolutions of the board of directors, signed by the chairperson and the minute taker.

This obligation applies to every corporation and limited liability company – regardless of size or industry.

An incomplete or missing protocol can lead to resolutions being challenged in case of dispute.

A complete board meeting protocol contains:

1. Date, time, and place
2. Attending and absent members
3. Agenda items
4. Key discussion points
5. Resolutions in exact wording
6. Voting results
7. Signatures of chair and minute taker

The problem: high effort, incomplete content

In practice, it usually goes like this:

Notes are taken during the meeting – often incomplete. Then the real work begins.

Per meeting hour, the following arise:

1. 60 to 90 minutes of post-processing
2. additional clarifications (“was that unanimous?”)
3. uncertainties about details

The problem:

The protocol is based on memory – not on the actual conversation.

Especially legally relevant nuances are lost:

1. Abstentions
2. Reservations
3. Precise wording of resolutions

The new standard: board meeting protocols with AI

With Meeting Metrics, the workflow changes fundamentally.

1. Prepare agenda items

The agenda list is uploaded before the meeting or defined as a template.

The structure later serves as the basis for the protocol.

2. Record the meeting

The recording is done locally – via desktop or iPhone.

No bot, no interference in video calls.

3. Automatic processing

After the meeting, the meeting is:

1. transcribed
2. structured according to agenda items
3. converted into a finished protocol

Including:

1. Resolutions
2. Voting results (if expressed)
3. Tasks / to-dos

4. Review and release

The minute taker reviews the document and releases it.

The signature remains – as legally required – human.

Is an AI protocol legally valid?

Yes.

The law requires that minutes are kept – not how.

Whether you:

1. take handwritten notes
2. use a dictation device
3. or use AI

is legally irrelevant.

What matters is:

1. Content is complete
2. Protocol is reviewed
3. Signed by chair and minute taker

Meeting Metrics provides the draft – responsibility remains with humans. Just like today.

Swiss German? No problem.

Many board meetings take place in Swiss German dialect.

Meeting Metrics:

1. understands Swiss German
2. automatically transcribes into standard German

This saves a step that would otherwise have to be done manually.

For optimal quality, the following applies:

1. good microphone
2. no overlapping conversations
3. clear formulation of resolutions

Practical example

A board or foundation board with:

1. 7 members
2. 4 meetings per year
3. each 2 hours

Previously:

1. 3 hours of post-processing per meeting
2. additional rounds of clarifications

With Meeting Metrics:

1. 10 minutes to summary
2. 20 minutes review

Savings:

1. around 10 hours per year
2. at CHF 120/h ≈ CHF 1,280

Additionally, quality increases because the protocol is based on the actual conversation.

Tips for better protocols

Use a good microphone

A conference microphone is worthwhile for 4–8 people.

Maintain speaking discipline

No overlaps – massively improves quality.

Formulate resolutions clearly

For example:

"The board of directors approves the annual financial statements unanimously."

Record voting profiles

So that statements are automatically assigned correctly.

Frequently asked questions

Do participants need to be informed?

Yes. A brief notice at the beginning is sufficient.

Does the AI automatically recognize voting results?

No. It captures what is said – therefore, resolutions must be clearly formulated.

What does the solution cost?

From CHF 29 per month. One account is enough for many boards.

Does it work with multiple languages?

Yes. Over 90 languages are supported, including mixed meetings.

Where is the data stored?

In Switzerland. For maximum security, there is an on-premise option.

The most important in brief

1. Board meeting protocols are legally required
2. Manual creation is time-consuming and error-prone
3. AI reduces effort by up to 75%
4. Quality increases through complete transcription
5. Legally permissible as long as reviewed and signed

About Meeting Metrics

Meeting Metrics is a solution developed in Switzerland for automatic transcription and summarization of conversations.

1. works without bots
2. supports 99 languages including Swiss German
3. creates structured protocols and to-dos
4. runs on Swiss infrastructure or on-premise

The goal is to reduce meetings back to the essentials: the conversation – not the protocol.

Next step

Try Meeting Metrics in your next board meeting.

5 free transcriptions, no setup effort, ready to use immediately.

👉 meetingmetrics.ai