Prepare for a board meeting with IQ

A week before the board meets, the company secretary pulls the same things together every time: who is invited, what is on the agenda, which filings and deadlines fall before the date, and what the board has resolved since it last met. IQ reads all of these from the company's records, so you can ask for them in one question from the meeting itself, and have the result drafted as a briefing note.

Ask from the meeting

1. Open the company's Meetings page and choose the meeting under Upcoming. See Schedule a board meeting if it is not there yet.

2. Click Ask IQ in the top bar. IQ opens beside the meeting and is told which company you are in.

   

3. Type what you need and press Enter. Name the meeting, because IQ is told the company you are looking at, not the meeting:

   Prepare me for the Q4 2026 Board Meeting of Northwind Holdings Limited. List who is invited and the agenda, the company's open tasks due before the meeting, and any resolutions recorded since the last meeting. Then draft a one-page briefing note as a Word document.

   

What IQ does

IQ looks up the meeting with its attendees and agenda, the company's tasks and its resolutions, and reads any of the company's documents your question needs. Looking things up changes nothing, so with the usual setting it does not stop to ask. You can follow each look-up in the chat as it happens.

Writing the briefing note is different: IQ asks before it creates a document, with a card saying IQ wants to create a document. Click Approve and the note appears as a card in the chat; click it to read it beside the chat, then Download it or File under entity. See Draft a document with IQ.

If you ask IQ to add an item to the agenda, it asks before that too, since it changes the meeting.

Check before you send it

• Compare the attendee list with the meeting's own attendees, and the tasks with the company's Calendar. IQ reports what is recorded, so a director who was never added to the meeting will not be on its list.
• Read every date in the note against its source. IQ cites the document and page when it answers from a document.
• The note is a draft for you to edit, not a paper the board has seen.

Tips from practice

• Ask for the deadlines between today and the meeting date by naming both dates. That catches a confirmation statement falling due the week of the board.
• Keep the chat: export it and file it with the meeting papers when the preparation shaped the agenda.
• After the meeting, record it as held and approve the minutes as usual; see Record a board meeting. IQ can then record the changes the minutes make; see Record the changes in signed minutes with IQ.