Meeting minutes are important corporate documents that serve as proof of the fact that a meeting was held. They also serve as working documents for the board of directors and for subsequent meetings. The information contained in the minutes of a meeting is so important that they serve as records to fall back to in the future when deliberations on corporate actions are being made.
And for board meeting minutes, their relevance can’t be overstated since they can be used for legal matters as pieces of evidence. Information like the attendees, decisions made, unanimous agreements, oppositions, and other similar actions are necessary information in legal cases and so the minutes of a meeting are indispensable when it comes to board meetings.
With that in mind, let’s get down to the business of the day.
Best practices of meeting minutes taking for board meetings
The following tips are some of the best practices involved in the process of taking meeting minutes of any organization whether the meeting is virtual or face-to-face.
1. Choose a tool for taking minutes of the meeting
In choosing a tool for taking the minutes of a meeting, you should be intentional about what tool you are going to be using. You need a tool that can help you grab the main points, edit them, and also assist in the sharing of the document later on. A tool like a board portal does all of that easily.
2. Prepare a convenient template
A ready-made template helps in making the job easier. After choosing your preferred tool, the next step on how to take minutes at a meeting is to prepare a template that will have all the sections or everything in the table of contents. All you need to do is to fill them out with information rather than typing the headings again.
3. Use a meeting agenda
Prepare the agenda beforehand by reviewing the previous ones. From there you can determine which topics were left untouched and include them in the new agenda. Generally, an agenda prepared before the meeting saves time and makes the meeting a smooth sailing process.
4. Track the attendance
Attendance in board meetings or any meeting for that matter is essential. You can’t afford to skip them so it’s important to either record the attendance yourself or pass them around for members to jot down their names. You also need to keep track of the attendance, don’t be caught up in the meeting process and forget that new members are just joining, and take down their names.
5. Record only necessary information
You don’t have to quote a member verbatim, only record the main points raised by any member in the course of the meeting. This will save time and capture the relevant matters.
6. Record all motions
All motions raised are to be recorded including a motion for adjournments and a motion for the adoption of previous meeting minutes. Motions are more than just information, they are the proof that the board has agreed on a certain decision and thus, its records are important.
7. Keep track of the voting results
In cases where members need to vote, the results of the voting should be recorded for future record purposes since it can affect decision-making in the board.
8. Document decisions made
The final decision agreed by members of the meeting should be documented. Also, remember to note those opposed to the general decision made by the house.
9. Add additional notes or comments where necessary
Although this could be rare, sometimes, additional notes can be taken in meeting minutes to complement the major points or clarify them better.
10. Share the minutes with the attendees
After the meeting, its minutes are to be shared with all members in attendance and even with those who were absent for valid reasons.
You can also learn more information and find a template of the board meeting minutes.
In conclusion, meeting minutes are a crucial part of any business or organizational meeting. They serve as a record of what was discussed, decided, and agreed upon during the meeting, providing a reference point for participants and non-participants alike. The best practices for taking meeting minutes involve preparing beforehand, staying focused and attentive during the meeting, using a consistent format, and distributing the minutes in a timely manner. By following these practices, you can ensure that your meeting minutes are accurate, comprehensive, and useful for all stakeholders.
Who is responsible for taking meeting minutes?
Generally, it is the responsibility of the secretary or a designated note-taker to take meeting minutes.
What should be included in meeting minutes?
Meeting minutes should include the date and time of the meeting, a list of attendees, a summary of the discussions, decisions made, and any action items or follow-up tasks assigned.
How should meeting minutes be distributed?
Meeting minutes should be distributed in a timely manner, ideally within 24-48 hours after the meeting, and should be sent to all participants and any relevant stakeholders.