What Are Board Document Annotations?

Board document annotations are the notes taken by the directors before or during board meetings. These include any comments, ideas, questions or issues they might have regarding their board books, meeting materials and topics of discussion.

Annotations are generally private thoughts and first impressions that reflect how a certain director views the topic being addressed in the meeting. As these notes are often created before discussions with other members, they are subject to change.

Benefits of annotating board documents

Annotating board material improves the efficacy of board meetings in the following ways:

• Facilitates collaboration on board portals

Annotating is one of the key board-portal features that promotes real-time collaboration between the directors. It helps them discuss concepts, correct errors and keep track of key concepts and questions to better their understanding.

• Improves the accuracy of the minutes

By jotting down key points of the meeting topics discussed, it’s easier for board members to double-check and approve meeting minutes.   

• Aids meeting preparation

Annotating the meeting agenda is a great way to prepare for the meeting. Board members can jot down their initial reaction to the matters at hand so that they can further research any topics on which they need clarity.

• Informs effective discussions

Collaborative annotations allow members to share their thoughts with the rest of the board. Gathering multiple viewpoints on important meeting discussions leads to better board engagement and informed decision-making. By dealing with minor discussion points before the meeting, you use the time in the meeting more efficiently to debate the key issues. 

• Helps streamline agendas

Annotating meeting agendas with notes detailing the preparation required for each item leads to a better understanding of the agenda and improved quality of discussions. It also allows board members to provide input on any items that can be removed from the agenda or delayed in order to make the meeting more efficient. 

Different types of annotations

There are two main types of board document annotations:

• Public annotations

Public annotations are visible to everyone on the board and invite members to respond to an individual’s thoughts on the meeting discussion.

• Private annotations

Private annotations are the intellectual property of the creator. These are primarily written to help members keep key points in mind or as a personal record of the meeting discussion.    

How annotations in a board meeting help decision-making

When a board meeting topic is controversial, complicated or carries a high risk, annotations help directors keep a temporary record and gather all viewpoints. This data can later help the board keep key points and multiple perspectives in mind when coming to a decision.