Your AI Minute-Taker: How ChatGPT Streamlines Board Meeting Documentation


Claudia Faison, CMCA, AMS Action Property Management, Inc., AAMC


Taking detailed, accurate minutes after a long board meeting is one of the most time-consuming tasks a community manager faces. For many of us, the job doesn’t end when the meeting adjourns—we still have to relive every discussion point in order to capture the board actions on paper. Over the past year, I’ve discovered a simple yet powerful way to cut that burden dramatically: using artifi cial intelligence to help draft my minutes.


This is not about replacing our role as managers or abdicating responsibility for accuracy. It is about harnessing a tool—ChatGPT— to make our work more effi cient and our documentation more polished. The process I use is easy to adopt and can be tailored to fi t any manager’s style.


Step 1: Capture Notes in Real Time


I bring my laptop to every board meeting and open the


management report that outlines the agenda items. As we move through the agenda, I type my notes directly into that report in red italics (I use red italics so the meeting decisions stand out. Any clear formatting—such as another color, bold, or italics—works as long as both you and the AI can easily tell those decisions from the rest of the report). My notes include who is present, when the meeting is called to order, the motions made and carried, and the time of adjournment.


This simple practice keeps everything organized. Instead of juggling multiple documents or trying to decipher scribbled handwritten notes, I leave the meeting with a single fi le that contains both the original report and my live updates.


Step 2: Prompt ChatGPT Immediately After the Meeting


Before I even leave the meeting room, I open ChatGPT and give it this prompt:


“Please review the attached Board Meeting Management Report, which includes the meeting notes and decisions highlighted in red italics. Draft formal meeting minutes that follow the same format and structure as the attached previous month’s minutes.


Use the context from the Management Report and the red-italic notes to create concise, accurate minutes that provide enough background to explain each decision and the reasons behind it.” I then attach two fi les:


• The management report with my red-italic notes. • A copy of the previous month’s approved minutes, which serves as the formatting guide.


Step 3: Receive Draft Minutes in Seconds


Once I hit enter, the AI generates a complete set of draft minutes in a matter of seconds. The document is concise, grammatically correct, and written in clear, professional prose.


My next step is to review the draft for accuracy. I check names, motions, and times, and make minor edits if needed. This review takes only a few minutes compared with the hours I used to spend composing minutes from scratch.


This workfl ow has become a game-changer. It eliminates the need to “re-live” the meeting and preserves valuable time and energy for other important tasks. The AI captures the substance of the meeting without the fatigue that often follows a late evening session.


The result is: fewer mistakes, faster turnaround, and a more consistent writing style from month to month.


While I have not yet found an AI tool that can listen to a live meeting of nine board members and produce accurate minutes directly from an audio recording, such technology is surely on the horizon. When it arrives, our jobs will become even more effi cient. Until then, this method of pairing real-time note taking with ChatGPT’s drafting capability is an effective, readily available solution. It can be adapted to any manager’s workfl ow and refi ned over time to suit your own style and the needs of your board.


Artifi cial intelligence will never replace the judgment and experience that community managers bring to their work. But used thoughtfully, it can be a powerful partner—helping us focus more of our energy on the people and communities we serve.


“Once I hit enter, the AI generates a complete set of draft minutes in a matter of seconds.” 30 November | December 2025


Page 1  |  Page 2  |  Page 3  |  Page 4  |  Page 5  |  Page 6  |  Page 7  |  Page 8  |  Page 9  |  Page 10  |  Page 11  |  Page 12  |  Page 13  |  Page 14  |  Page 15  |  Page 16  |  Page 17  |  Page 18  |  Page 19  |  Page 20  |  Page 21  |  Page 22  |  Page 23  |  Page 24  |  Page 25  |  Page 26  |  Page 27  |  Page 28  |  Page 29  |  Page 30  |  Page 31  |  Page 32  |  Page 33  |  Page 34  |  Page 35  |  Page 36