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AI agent for board members

Board Meeting Follow-Up Action Tracker Agent

Make sure board actions are done, on time and backed by evidence.

MonitoringManagement
See how it worksGet access
Board Meeting Follow-Up Action Tracker Agent: what goes in, what the agent does and what you get

What it does

After a board meeting, actions are agreed and then forgotten, or management reports them done without evidence. The agent extracts action items from the minutes, assigns owners and dates, and tracks updates. When an owner says an item is complete, it checks the claim against evidence such as a document, a policy or data. It flags overdue items and drafts questions for the chair. The board member approves the questions before they go to management. Edge case: management reports that a cyber policy was updated, but the policy on file still has last year's date, so the agent asks for the new version.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Board meeting ends 2 USES A TOOL Extract action items from the minutes 3 DOES Assign owners and due dates 4 USES A TOOL Collect updates from management 5 CHECKS THE RESULT Does the evidence match what was agreed? If not: Draft a question asking for the specificdocument or data. Back to step 3. 6 DOES Flag overdue items 7 DOES Draft questions for the chair 8 YOU APPROVE Board member approves the questions before they goto management 9 USES A TOOL Send approved questions and track answers 10 CHECKS THE RESULT Are all actions closed or on a new date? If not: Re-check the evidence and update the list. Backto step 3. 11 RESULT Action tracker for the next meeting
Read the steps as a list
  1. Board meeting ends
  2. Extract action items from the minutes
  3. Assign owners and due dates
  4. Collect updates from management
  5. Does the evidence match what was agreed?If not: Draft a question asking for the specific document or data. Back to step 3.
  6. Flag overdue items
  7. Draft questions for the chair
  8. Board member approves the questions before they go to managementThe agent waits here for your OK.
  9. Send approved questions and track answers
  10. Are all actions closed or on a new date?If not: Re-check the evidence and update the list. Back to step 3.
  11. Action tracker for the next meeting

How it decides

An action is closed only when the evidence matches what the board asked for. A reported completion without evidence is queried. Overdue items go to the chair's list.

  • An item past due by 7 days goes on the chair's list
  • A reported done without evidence is open
  • A document date must be after the meeting
  • Questions are limited to 5 per update

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Overdue threshold (default 7 days)
  • Update frequency (default weekly)
  • Evidence required by action type
  • Questions per update

What keeps you in control

It always asks you first

  • Board member approves each question before it goes to management

Hard limits

  • Never contacts management without the member's approval
  • Never alters the minutes

It stops when

  • Done: actions closed or carried to the next meeting
  • Stop: board changes or withdraws an action

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe board asked for an updated cyber policy by 31 May. Management reported it done on 29 May. The agent opened the policy on file and saw last year's date, so the evidence check failed. It drafted a question asking for the new version. The board member approved it. Management sent the new policy dated 30 May and the action closed.

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