The board pack comes together from every department's papers, with late ones chased

The AI tracks every agenda paper, chases the late ones, checks each against the template and the quarter's results, and assembles the pack for your company secretary.

Used day to day by
  • Company secretary
  • Finance head
  • Department heads

How it runs with AI

The AI keeps a live tracker of every agenda paper in SharePoint and emails each owner as the deadline passes, as an automated reminder from the company secretary's office. As papers arrive, it checks each one against the template and the quarter's results and marks any number that differs. It then assembles the pack in agenda order, with an index and page numbers, for the company secretary to review and send.

How it is done today

A month before each board meeting, the company secretary's office emails every department head for a paper and tracks the replies in a spreadsheet. Papers arrive late, on last year's template, or with numbers that differ from the results paper. The last few days go into chasing, checking by hand and merging PDFs.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Tracks every agenda item against the papers filed in SharePoint

    Needs to know: Board agenda, Paper owners, Paper deadlines

    In SharePoint

  2. Step 2, AI

    Emails each owner whose paper is late, with the new deadline

    Needs to know: Pack send date, Escalation rules

    In Outlook

    Exception to step 2

    Alerts the CFO if the paper is still missing close to the pack date

  3. Step 3, AI

    Checks each paper against the template and the quarter's results

    Needs to know: Board paper template, Quarter's results, Page limits

    In SharePoint

    Exception to step 3

    Sends any difference to the paper's owner and the CFO to settle

  4. Step 4, AI

    Assembles the pack in agenda order, with an index and page numbers

    Needs to know: Agenda order, Pack layout

    In SharePoint

  5. Step 5, Person

    Reviews the pack and sends it to the directors

    In SharePoint , Outlook

What stays with a person

  • Reviews the pack and sends it to the directors

Apps in this example

  • SharePoint
  • Outlook

The same flow works with the apps you use.

This fits you if

  • Your board pack draws papers from 5 or more departments or business units
  • Papers arrive by email and someone merges them by hand
  • The company secretary tracks papers in a spreadsheet
  • Numbers in business updates sometimes differ from the results paper

What to watch for

  • Quarterly results stay confidential until they are announced. The AI works inside your Microsoft 365, and the pack folder keeps the access list it has today
  • When a number differs, the AI shows both. The CFO and the paper's owner decide which one is right
  • The company secretary decides the agenda and sends the pack to the directors
  • Reminders go to the owners on the agenda list, so the company secretary updates that list before each meeting

Read more

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