If you’re a company secretary in India, you already know, your role isn’t just about ticking compliance boxes. You’re the silent engine behind corporate governance, a bridge between the board and stakeholders, and often the custodian of an organization’s legal and ethical backbone.
And with the growing complexity of regulations, tech adoption, and the shift towards digital boardrooms, the expectations from company secretaries have evolved significantly.
In this article, we’ll break down best practices for company secretaries in India, practical, real-world tips that help you stay ahead of the curve. Whether you’re managing board meetings, filing resolutions, or advising the board, these strategies will help you work smarter, not harder.
Let’s dive in.
1. Master the Art of Compliance (But Don’t Stop There)
Traditionally, the company secretary’s role has been centered around legal and secretarial compliance, maintaining statutory registers, filing forms with the MCA, ensuring timely AGMs and board meetings.
But today? That’s just the baseline.
You must also:
- Interpret the Companies Act beyond just compliance, what does a specific clause mean for your company’s operational decisions?
- Proactively guide the board on upcoming compliance changes.
- Ensure ESG disclosures, corporate governance reports, and SEBI LODR regulations (if listed) are not just met, but leveraged for better board functioning.
Pro Tip: Subscribe to weekly updates from MCA, SEBI, and ICSI. Set alerts so you’re never caught off guard by a circular or amendment.
2. Make Your Board Meetings Digital-First
Gone are the days of shuffling physical board papers, couriering minutes, or last-minute scanning of agenda items.
With the right board meeting portal software, you can:
- Create, schedule, and manage meetings in just a few clicks
- Distribute agenda and supporting documents securely
- Enable directors to access everything from anywhere, on desktop or mobile
- Digitally record attendance, minutes, and resolutions
- Track action items and follow-ups seamlessly
The result? You save hours of manual work, avoid errors, and offer a more polished experience to directors.
If your company hasn’t yet adopted online board portal software, now’s the time. It’s not just about going digital, it’s about working with speed, precision, and professionalism.
3. Standardize Templates & Checklists
Every CS knows the pressure of month-end filings, AGM prep, or regulatory scrutiny. One of the easiest ways to reduce stress and errors is to standardize everything you can.
- Have pre-approved formats for Board and Shareholder Resolutions.
- Maintain updated checklists for ROC filings, DIR-3 KYC, MGT-7, AOC-4, and others.
- Use a centralized repository for storing past filings, minutes, agendas, and registers.
You’ll not only improve efficiency but also make onboarding new team members a breeze.
Bonus Tip: Use the features in your board portal to store these templates so directors and auditors can access them instantly when needed.
4. Strengthen Your Role as a Governance Advisor
Many CSs often limit themselves to compliance when in fact, you can, and should, play a deeper strategic role.
Here’s how:
- Speak up during board meetings when governance issues arise.
- Keep the board informed about global trends like data privacy laws (GDPR), ESG frameworks, or board diversity norms.
- Help draft corporate governance policies and whistleblower frameworks.
You are one of the few in the organization who truly understands the legal and ethical landscape. Use that power.
5. Focus on Director Onboarding and Education
Boards often have a mix of experienced professionals and first-time directors. It’s your job to ensure they’re on the same page.
Create a simple, structured onboarding kit for new directors:
- Key policies: Code of Conduct, Insider Trading, Risk Management
- Past board meeting minutes
- Summary of statutory obligations
- Login credentials to your online board portal software
Also, hold periodic governance workshops or sessions on regulatory changes. It positions you as an enabler, not just a gatekeeper.
6. Maintain a 360° View on Risk
In a time when corporate fraud, data breaches, and ESG violations can make or break reputations, company secretaries need to be more risk-aware than ever.
What this means for you:
- Stay in sync with the compliance officer, CFO, and legal teams
- Regularly update the risk register
- Ensure the board discusses risk at least quarterly
- Flag gaps in internal controls
Use your board meeting portal software to track decisions around risk and follow up on audit and risk committee action points.
7. Embrace Tech (Even If You’re Not “Techy”)
We get it, most CSs come from legal or commerce backgrounds, not tech. But today, embracing technology is non-negotiable.
Here are some tools to consider:
- Board portal tools for meetings, resolutions, and document sharing
- Digital signature platforms for faster execution
- Compliance tracking software to monitor due dates
- Document automation tools for generating standard resolutions
The good news? Most modern platforms are user-friendly and require little to no training. You just need to take the first step.
8. Get Ahead of Regulatory Filings
Late filings not only attract penalties but also reflect poorly on your department. Here’s how to stay ahead:
- Maintain a compliance calendar with alerts
- Use the reminder features in your board meeting portal software
- Sync up with finance and HR teams regularly for events like director changes, share allotments, etc.
- Review your company’s past filing trends and create a playbook
The more proactive you are, the more trust you build with leadership and regulators.
9. Prioritize Confidentiality and Data Security
You deal with some of the most sensitive information in the company, from boardroom discussions to shareholding structures and employee data.
Adopt these practices:
- Always use secure, encrypted platforms (no WhatsApp for board docs!)
- Enable role-based access on your board portal
- Periodically audit who has access to what
- Never download or share confidential files on public devices
In an age of data leaks, a secure CS is a trusted CS.
10. Communicate Clearly, Concisely, and Confidently
Whether it’s drafting minutes, sending notices, or writing to regulators, clear communication is a non-negotiable skill.
Here’s how to level up:
- Avoid legalese where plain English will do
- Summarize key takeaways at the top of long documents
- Rehearse your briefings for board meetings, concise is powerful
- Use visuals like charts or summaries in board packs when needed
And when writing digitally (say, through your online board portal software), always proofread and keep it professional.
11. Stay Updated, Stay Curious
The Companies Act, SEBI regulations, FEMA, CSR rules, they’re all evolving. The best CSs are the ones who love staying ahead.
Ways to stay updated:
- Webinars from ICSI or CII
- Follow industry peers on LinkedIn
- Read annual reports of top companies to see how they structure governance
- Participate in forums for CSs or legal professionals
You’ll not only improve technically but also get fresh ideas to implement at your company.
12. Collaborate With the Board Effectively
Your relationship with the board is a two-way street. You don’t just report to them, you enable their functioning.
To collaborate better:
- Offer support, not just reminders
- Provide background context for agenda items
- Use a board meeting portal software that directors actually enjoy using
- Be available, but set clear boundaries on turnaround times
A high-functioning board starts with a proactive company secretary.
13. Document Everything. Always.
From conversations with directors to discussions during committee meetings, documentation is your biggest protector.
- Maintain proper email trails
- Use your board portal to store everything in one place, time-stamped, audit-ready
- Ensure every resolution is approved and documented correctly
- During litigations or disputes, good documentation can be a lifesaver
You don’t need to go overboard, but don’t rely on memory either.
The Role is Evolving, and So Should You
Being a company secretary today isn’t just about ticking boxes, it’s about leading governance from the front, enabling decision-making, and ensuring seamless execution of board strategies.
It’s also about staying tech-savvy, securing data, and providing strategic counsel when needed. Whether you’re managing a large listed company or a fast-growing startup, these best practices will keep you grounded and ahead of the game.
Ready to Level Up Your Board Management?
If you’re still using email and Excel to manage board meetings, it’s time for a smarter, simpler, and more secure way.
Dess Digital Meetings is an end-to-end board and committee meetings management software designed for modern company secretaries. With digitized pre and post-meeting document preparation, collaboration tools, agenda management, and secure file sharing, all in one place, it brings ease, speed, and professionalism to your boardroom.
Try Dess Digital Meetings today and discover how effortless governance can be
