What are annotations?

Definition

Annotations mean notes, comments, highlights, or markups added to documents for clarification, collaboration, or personal reference. In board settings, annotations are often used by directors or executives to engage with meeting materials (such as agendas, reports, or board packs) before or during a meeting.

Annotations help individuals prepare more effectively and contribute to discussions with context-specific insights.

What annotations are used for

Annotations may include:

• Highlighting key points or numbers in a financial report
• Adding private notes as reminders for questions or talking points
• Sharing comments with other board members or the board secretary
• Collaborating on draft documents or proposals

Annotations can be private (visible only to the user) or shared, depending on the platform and permissions.

Why annotations matter in board meetings

They support better meeting preparation by helping board members:

• Review complex materials in detail
• Stay organized with in-document notes
• Reduce the need for back-and-forth emails
• Arrive at meetings ready to discuss the right issues

Annotations also serve as a digital trail of thinking and can be helpful when reviewing past decisions or documents.

Subtle note on board portals

Board portals often include built-in annotation tools, allowing users to highlight text, add sticky notes, or comment in real time—without needing to print or email documents separately.

Quick summary

• Annotations mean notes or highlights added to documents for reference or collaboration
• They help board members engage with materials more effectively
• Many board portals offer annotation features to streamline preparation and communication

Related terms