Are you a board member and wondering what board meeting minutes are? Do you have no idea what minute-taking involves? Or maybe you’re a newbie to the world of corporate governance and want to get up to speed on how corporate minutes work.
Minutes are the official record of a meeting, and they’re an important part of the decision-making process. If you’re a board member who wants to know what happens at your meetings but can’t make them all, or if you need help with preparing your own meeting minutes, this article is for you!
What Are Board Meeting Minutes?
Board meeting minutes are a detailed record of the proceedings of a company’s board of directors. They include all actions taken by the board and are used as a reference tool by management, investors, and regulatory bodies.
Minutes are typically written before, during, and after each meeting and are signed by all members present at the meeting. The minutes should reflect what was discussed at the meeting and any decisions made. Minutes may also be referred to as “minutes of proceedings” or simply “minutes.”
Board meeting minutes are an important part of running a successful business. They are a written record of what occurs during the meeting, and they include the date, time, and location of the meeting, as well as a list of attendees and their titles.
While taking minutes at a board meeting may seem like an unnecessary chore, they can be extremely useful in many ways. For example:
- They provide a written record of what occurred at the meeting. This makes it easy for anyone who wasn’t able to attend—including members who were away on vacation or had other commitments—to see exactly what happened during their absence.
- They help ensure that everyone is on the same page about key decisions made by the board. Without this record, it may be difficult for everyone involved to remember exactly how something was decided or resolved.
- They help increase transparency within your organization by documenting each decision made by the board so that all stakeholders know exactly where things stand at any given moment in time.
- They can be used to track decisions made by your organization’s board of directors over time. They can also be used as evidence when it’s time to present your organization’s accomplishments in reports or grant applications.
What Should You Include in Your Minutes?
Minute-taking is one of the most important jobs of any board member. It’s your responsibility to record every decision, action, and discussion that takes place during a board meeting. The information you collect will be used to inform and educate other members, as well as provide an official record of what happened at the meeting.
Minutes are usually recorded based on what was said or done during the meeting. Include all the information you need to know about each decision made during the meeting, including who made those decisions and why they were made.
In order to create the best possible meeting minutes, you’ll want to take detailed notes during the meeting itself. This will allow you to capture what was said and done in real-time, so that your notes can be used later as a reference when writing up the minutes. Here’s what should be included in your notes:
#1. An Introduction to the Meeting
This should include the reason for the meeting and its objectives. It is also a good idea to highlight any special circumstances, such as if it is being held at an unusual time or location. Give a brief summary of who was there and what they discussed.
#2. List of Attendees and Apologies for Absences
Include a list of attendees, including their job titles and the organizations they represent. It’s also useful to note if anyone has sent an apology for their absence in advance or if there are any other people who have asked to attend but cannot do so on this occasion.
#3. Correct Date, Time, and Venue of the Meeting
Check your watch before you start minute-taking so that you can write down exactly when it begins and ends. Make sure you have all the details correct before you start writing down what happened during a meeting. This will help avoid confusion later on when you’re trying to find something out from someone else who was there.
#4. Title of the Agenda Items
Describe what each item on the agenda is about before explaining any discussions around them—you can do this by reading through an agenda or notes from previous meetings on similar topics. This will help readers quickly identify what each item on their agenda is about by giving them a brief description or heading before they dive into it in greater detail.
#5. An Accurate List of Who Spoke During Meetings
Minute-taking is not just about keeping track of what happened in the meeting; it is also about recording who said what. If you are taking notes at a meeting and you do not know who has spoken, then you will not be able to record their contributions correctly. This can also make it easier to find them again if you need to get in touch with them later on.
#6. Key Discussions on Agenda Items
If you want to ensure that your meeting minutes are accurate and useful, then it’s important to record the key discussions on each agenda item in the minutes. This way, if any member of staff wants to read through the minutes later, they can easily find out what was discussed and agreed upon regarding each item on the agenda.
#7. Agreed Actions and Deadlines
It’s important to record agreed-upon actions and deadlines so that everyone can see what needs to be done and when it needs to be done. This information is vital for managing expectations around tasks within your department or team, as well as ensuring that everyone knows what they’re responsible for in terms of work tasks and projects going forward.
#8. Date and Title of the Next Meeting
It’s also useful for minute takers to write down the date and title of the next meeting. This will make it easier for attendees to find out about future meetings, as well as provide a reference point for minutes from previous meetings so that they can be compared and contrasted with new ones.
Conclusion
Minute-taking is a key part of the board meeting process. In a meeting, minutes are taken by one or more people who take notes on what happened during the meeting. The purpose of minute-taking is to record the decisions, actions, and discussions that take place in a meeting. The minutes should be an accurate record of what was said.
It helps keep the conversation on track and ensures that everyone has a clear understanding of what was discussed. The person taking the minutes must be impartial and objective. They should not try to influence the outcome of any decision or discussion. Remember: a good minute taker is someone who is thorough, accurate, and organized but also creative enough to take notes in a way that will make sense later on when the minutes are read again.
