Professional / trade associations
A decision log for tracking working group resolutions at associations
Associations run many clubs and working groups, each with resolutions and follow-up tasks. The Phak AI decision log keeps each resolution with its reasons and date in one place, then links the resulting tasks to a task board with owners. Working group secretaries and staff can look back at what was decided on any topic, and why.
The old way
- Resolutions sit in separate minutes files
- Open tasks are chased in group chats
- Newcomers don't know what was decided
With Phak AI
- Resolutions logged with reasons and dates
- Tasks from resolutions go on a board with owners
- Look back at how a topic was decided
Why working group resolutions slip
Many working groups
Each club and working group meets on its own schedule and keeps minutes in its own place. The secretary has to remember who agreed to what.
Minutes run late
By the time minutes are circulated, agreed tasks have already slipped, and no one sees the full list of what's open.
The reasons get lost
Only the outcome is recorded, not why. When the topic returns, the debate starts over.
A new secretary starts from zero
When board members or secretaries rotate, the decision history leaves with them instead of staying with the association.
How the decision log and task board work
One board per working group
Set up a task board for each club or working group and choose who can see which board.
Log resolutions with reasons
After a meeting, the secretary logs the resolution, its reasons and the date. The full minutes go into the library as the source.
Link tasks to the board
Break each resolution into tasks with owners and due dates. Everyone can see what's still open.
Ask about the past
Before the next meeting, the secretary can ask which tasks from the last resolution are open, or how a topic was decided before.
Questions a secretary can ask about resolutions
What we measure with the decision log
We agree on metrics with working group secretaries when you start using it and measure with the association's own numbers. Talk to the Phak AI team to choose the right ones.
- Number of tasks from resolutions closed on time
- Time the secretary spends preparing an open-task summary before a meeting
- Number of times staff must ask a former member what was decided
What the decision log covers
What Phak AI does
- Phak AI helps keep resolutions and their reasons for later search
- Phak AI helps track tasks from resolutions on a task board
- Phak AI helps answer from stored minutes in the library, citing its sources
What it does not do
- It does not transcribe meetings or write minutes automatically; the secretary still records them
- It does not pass resolutions or approve minutes on behalf of the board
- It is not an online voting system
Frequently asked questions
Does it write meeting minutes automatically?
That is not part of this scope. The secretary still records resolutions and minutes. Phak AI keeps resolutions with their reasons, links tasks to the board, and makes them searchable later.
Can each working group see the others' data?
Group permissions control this. Each working group sees its own board and log, while central staff see the overview the association allows.
Does it work with the rules library?
Yes. Minutes and resolutions sit in the same knowledge base as the rules, so staff can ask which resolution relates to which notice.
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