AI in governance: a guide for Company Secretaries

Artificial intelligence (AI) is no longer a distant concept or a buzzword—it’s a practical tool in the governance professional’s toolkit. For Company Secretaries, the challenge is not just understanding AI, but knowing how to use it effectively and responsibly to support boards, streamline operations, and enhance compliance.

Demystifying AI for governance professionals

AI doesn’t need to be intimidating. Governance professionals should view AI as any technology that helps them perform their responsibilities more efficiently. Whether it’s drafting minutes, managing board packs, or tracking compliance, AI can act as an extra set of hands—one that works quickly and consistently.

Rather than diving into technical jargon, it’s more helpful to categorise AI into three types:

• Generative AI: creates content such as documents, policies, and meeting minutes (e.g. ChatGPT, Gemini, Microsoft Copilot)
• Predictive AI: analyses historical data to forecast trends, risks, and compliance issues (e.g. H2O.ai, Driverless AI)
• Cognitive AI: mimics human reasoning to support decision-making (e.g. IBM Watson)

Understanding these categories goes a long way to helping identify which tools are most relevant to their Company Secretary job description.

Streamlining board meeting management

Board meeting preparation is one of the most time-consuming aspects of the Company Secretary’s job. AI can simplify this process across three stages: pre-meeting, during the meeting, and post-meeting.

• Pre-meeting: Tools like Microsoft Bookings and Doodle can automate scheduling by finding optimal meeting times. AI-powered assistants can suggest agenda items based on previous meetings and current issues
• During the meeting: AI meeting assistants can transcribe discussions, summarise minutes, and track action items in real time. Some platforms even allow filtering by topic or speaker, making it easier to retrieve relevant insights
• Post-meeting: AI can help format minutes using custom templates, reducing manual editing. While human oversight is still essential, these tools can significantly cut down on drafting time

Security and confidentiality remain key concerns though: using AI within your organisation’s secure environment—such as Microsoft 365 or Google Workspace—ensures that sensitive data is protected by existing access controls and retention policies.

Enhancing compliance and regulatory tracking

AI is also proving valuable in compliance management. Platforms like Thomson Reuters now offer AI-driven tools that monitor regulatory changes and provide tailored updates. This allows company secretaries to stay ahead of evolving requirements without manually tracking every development.

Predictive AI can flag potential compliance risks before they escalate, helping governance teams take proactive measures. This is particularly useful in industries with complex or fast-changing regulatory landscapes.

Supporting the board with AI education and oversight

Company secretaries play a crucial role in helping boards understand and govern AI. This starts with education. Sharing relevant articles, inviting guest speakers, and including AI as a standing agenda item can help demystify the topic for directors.

Boards will vary in their openness to AI: Some may be cautious due to privacy concerns or lack of familiarity, while others may be eager to explore its potential. Tailoring your approach to the board’s culture is essential. For more traditional boards, start with small, non-invasive tools like DocuSign or board portal enhancements. For tech-forward boards, focus on strategic value and innovation.

Determining oversight responsibilities is another key step. Should AI fall under the audit committee, a dedicated technology committee, or the full board? There’s no one-size-fits-all answer, but the more strategic the AI application, the more direct board involvement is likely to be needed.

Using AI responsibly and ethically

Despite its benefits, AI comes with risks. Hallucinations (false or misleading outputs), bias, and misinterpretation are real concerns. Even reputable AI tools can generate inaccurate citations or misrepresent facts. Human judgement remains essential, especially when drafting minutes or interpreting nuanced discussions.

Governance professionals must also consider ethical implications. Who is accountable for AI decisions? How is data privacy maintained? These questions are becoming increasingly relevant as AI becomes embedded in governance processes.

Embracing AI as a career enabler

Rather than replacing company secretaries, AI has the potential to elevate the profession. By automating routine tasks, it frees up time for strategic thinking, stakeholder engagement, and board advisory work. As noted in the webinar below, the depth and complexity of board discussions are increasing, and governance professionals are uniquely positioned to support this evolution.

Recruiters are already seeing demand for candidates who understand AI and can implement it responsibly. Far from making the role redundant, AI is becoming a differentiator for career growth.