The past year came with significant challenges for general secretaries. From the rising integration of artificial intelligence into corporate governance, changing regulatory landscape or increasing demand of robust IT security programs – the role and scope of general secretaries has expanded. As we work closely with our clients to continually strive to meet their needs, members of DiliTrust sat down with general secretaries to discuss their biggest challenges and how they can tackle them.
1. Adopting AI tools
We can’t talk about challenges for general secretaries without mentioning the widespread use of AI. As AI becomes part of our daily lives privately and professionally, the main challenge it poses for anyone working in the legal area is literacy and proficiency when it comes to its use. AI powered tools have numerous benefits for general secretaries such as streamlining processes and document summary automation, but if a general secretary doesn’t know how to use the tool properly there will be challenges.
With the right tools general secretaries will take advantage of enhanced automation features to speed up routine tasks. This means faster document drafting thanks to extractive and generative AI, better and easier board meeting organization, and perfected collaboration with relevant parties.
AI comes hand in hand with IT security and data protection increased prominence. As awareness of cybersecurity threats heightened, boards increasingly relied on general secretaries to implement stringent protocols to safeguard sensitive information.
2. Tackling IT and Cybersecurity risks
The AI adoption challenge will also bring heightened cybersecurity risks. In the European Union not only will the GDPR keep playing a crucial role in shaping these initiatives, but now certain sectors will also have to abide by the requirements set out in DORA – a new key component to safeguard operational digital resilience. DORA, which directs to the financial sector integrates ICT providers as part of the regulation. General secretaries, already key custodians of secure board documentation, will face additional responsibilities under such regulatory frameworks.
The international geopolitical landscape also presented hurdles, particularly for global enterprises. Effective cross-border communication became more critical as companies navigated varying regulatory and cultural environments. To ensure preparedness, general secretaries must understand which tools can help them streamline communications whilst using secure technology. For instance, if a tool offers AI features, it’s preferred for the software’s AI to be private rather than public.
3. Enhancing collaboration and communication
The rapid pace of regulatory changes across Europe presents significant challenges for efficient and timely collaboration, particularly in international contexts. General secretaries are used to ensuring regulatory alignment among directors as they handle board meetings. Their responsibility in this aspect will become even more demanding. As a result, communication challenges will grow and the demand for online board meetings will rise. Ensuring board members can meet even when in different places is key to keeping pace with these evolving requirements and maintaining effective collaboration.
General secretaries must ensure that virtual board meetings are secure, efficient, and accessible. Tools that offer robust encryption and intuitive interfaces will be indispensable for maintaining effective collaboration.
4. Working with data and data-driven decisions
The exponential growth of data presents both an opportunity and a challenge for general secretaries. The biggest challenge will be dealing with vast amounts of information and being capable of filtering to get only the essential data needed. So, data visualization and presenting information effectively can pose challenges – general secretaries must rely on the best tools and be capable of reading the information. Regarding this point there will for sure be a lot of learning to do for those unfamiliar with data, but the benefits are worth it as it’ll help everyone work more effectively.
The extraction of actionable insights from large datasets will help boards make informed decisions. This underscores the importance of investing in technologies that simplify data management and ensure the delivery of critical information.
5. Integrating innovative technologies
Simplicity and user-friendliness are paramount when introducing innovative technologies. Board members often have varying levels of technical expertise, so solutions should be designed with minimal onboarding requirements. Standard integrations with essential tools, such as e-signature providers, are particularly advantageous. A proper Board Portal solution can easily solve such challenges and general secretaries are in the right position to promote the tool of their choice.
Legacy software presents another layer of complexity. Transitioning from outdated systems to modern, compliant solutions will require careful planning and incremental implementation to avoid disruption. Ensuring these tools are intuitive for both board managers and members will facilitate smoother adoption and better engagement.
Final thoughts
As general secretaries navigate 2025, their role as key facilitators of governance, security, and collaboration will continue to evolve. The interplay between AI advancements, cybersecurity demands, and regulatory expectations will define the challenges and opportunities ahead. By embracing technology strategically and fostering transparent communication, general secretaries will remain indispensable to effective corporate governance.
Sources: Deloitte 2024, Kiteworks, Market Research Future, Atlan
