Best Practices for Taking Minutes at Board Meetings

When you’re taking minutes at board meetings there are some best practices that will increase the effectiveness of your company. Implementing these best practices whether you’re a secretary or simply taking notes, will help you to get precise and clear minutes of board meetings.

Start by reviewing the agenda. A well-organized agenda will assist you in organizing the minutes of your meetings, making it easier to find later. You can also develop an agenda template that you could use to fill out as board meetings take place. This will ensure that the information in the minutes are relevant and that it adheres to a standard format.

Attendance: Recording who is in the room is vital to record the final minutes. You can do this by either adding names to the agenda or circulating a sign-in sheet and recording the results. This lets you include an accurate attendance record with the minutes of the board.

Follow the outline you created: It’s important to stick with the outline you prepared before the board meeting begins regardless of whether discussions diverge from the subject. By keeping the discussion on track it’s much easier to create an easy and concise minutes of meetings that are an expression of your company’s decision-making procedures. Note the outcomes of each motion, including the exact language used in the motion, who initiated it, and who voted for or against it. Include any details about the handouts or reports that were distributed at the meeting. Also, include any other options considered when making major decisions.

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