Smarter Week

How to automate it

How to automate “keep board consents, minutes and entity records up to date”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

90 min
typically, once a month
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Keep entity records and board consents in an entity management tool

Entity tools track officers, filings, registered agents and consents, and remind you of annual reports, so records stay current without a spreadsheet hunt.

Typically saves about 40% of the time6 h to set up
  1. 1List every entity with officers, directors, registered agent and filing dates.
  2. 2Load into Diligent Entities, Athennian, CSC, or your cap table tool (Carta) for smaller companies.
  3. 3Turn on filing deadline reminders.
  4. 4Use e-signature for written consents and file them automatically.

Tools: Diligent Entities · Athennian · CSC · Carta · DocuSign

Fix 2 of 2

AI

Have AI draft board consents and resolutions from your templates

Give AI the action being approved and a past consent; it drafts the resolution language for counsel to check.

Typically saves about 45% of the time5 min to set up
  1. 1Use an AI tool approved for confidential documents.
  2. 2Paste a past consent of the same type and the facts of the new action.
  3. 3Use the prompt below.
  4. 4Check entity names, dates and authority against your records.
Prompt to copy
Draft a unanimous written consent of the [BOARD OF DIRECTORS / MANAGERS] of [ENTITY NAME], a [STATE] [ENTITY TYPE], approving: [ACTION AND KEY TERMS]. Follow the format of the example below. Include recitals, resolutions, and general authorizing resolutions. Mark anything you are unsure of with [CHECK].

Example:
[PASTE]

Tools: Enterprise ChatGPT, Claude, Gemini or Microsoft Copilot (approved for confidential data)

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

In-house counselParalegal / legal operations

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Other common tasks for In-house counsel