What are Annotations?

Annotations are digital notes and markings made on meeting documents or presentations allowing participants to highlight key information and provide additional insights. These can act as references before, during, and after the meeting. Common annotation tools include highlighters, text boxes, pens, and sticky notes.

In board meetings, annotations capture crucial discussions, including decisions made, assigned action items, and contextual clarifications, providing a formal record for future reference and accountability. Annotations in a board portal enhance the efficiency and effectiveness of board governance by fostering better understanding and collaboration among members.

What is the purpose of annotations?

Annotation serves the following purposes:

1. Clarification: To give background information or explanations that improve comprehension of the subject matter.
2. Emphasis: To make key points, important information, or critical data easier to find.
3. Engagement: To encourage active participation by allowing users to interact with the material through comments and notes.
4. Organization: To structure information by breaking down complex ideas into manageable parts.
5. Collaboration: To encourage user input and discussions, particularly in group settings or with shared documents.
6. Record Keeping: To formally document ideas, decisions, and action items for later use.
7. Analysis: To encourage deeper thinking and critical evaluation of the material being reviewed.

Common Types of Annotations in Board Portals

The most common types of annotations include:

1. Highlighters: Emphasizing important text or key points in a document to draw attention to critical information.
2. Notes: Adding comments or feedback directly on the document to provide insights, ask questions, or clarify points, often in a threaded format for discussion.
3. Drawing Tools: Allowing users to underline, circle, or annotate visually on documents to emphasize specific areas or ideas.

How do you annotate documents?

To help enhance communication and collaboration within the board, here are the steps to annotate in board portals:

1. Access the Document: Log into the portal or centralized document hub and find the relevant document.
2. Use Annotation Tools:
   1. Highlighting: Mark important sections.
   2. Drawing Tools: Emphasize points by underlining or circling.
   3. Text Boxes: Insert additional notes or feedback as needed.
3. Collaborate: Engage with other board members through shared comments and discussions.
4. Save Changes: Ensure your annotations are saved or submitted for visibility.
5. Review Annotations: Regularly revisit your notes to keep them relevant.