When it comes to taking minutes at board meetings, there are several best practices that can amplify the efficiency of your organization. Following these guidelines whether you’re a board secretary or simply taking notes, will help you to take clear and precise minutes of board meetings.
Start by reading the agenda for the meeting. A structured agenda will help you keep track of the minutes of your meetings making them easier to find later. It’s also beneficial to develop your own template which you can fill in as the board’s meetings progress. This will give you a consistent format that is easy for others to learn from and ensures that your minutes’ content is relevant.
Take attendance: It is important to record who’s in the room during your final minutes. You can either write names on the agenda, or circulate a sign-in sheet and record the results. This will enable you to include an complete attendance list in the minutes of the board.
Follow your outline: It’s crucial to stick with the outline you prepared before the meeting starts even if the discussion veers off topic. By staying on the same topic, it’s easier to write an easy and concise minutes of the meeting document that is an accurate reflection of your company’s decision-making procedures. Keep track of the results of each motion, including the exact wording, the person who initiated it, and whether it was accepted or not. Include information about the reports that were read or handouts distributed at the meeting and any other alternatives that were considered in the context of major decisions.