How to Write the Minutes of the Board Meeting

18 Oct How to Write the Minutes of the Board Meeting

The minutes of a board meeting are one of the most important documents that an organization could create. The purpose of the document is to accurately record the decisions made at a board of directors meeting as well as any follow-up actions. The minutes must be written with an impartial and objective tone to achieve this. This can be difficult in the course of a heated meeting However, there are ways to ensure the minutes accurately are a true reflection of the event without revealing personal views or bias.

The first thing you should include is a general outline. This will assist anyone who reads the minutes to know what transpired. This could include an explanation of the location of the meeting, as well as whether there were remote attendees and the name of the person who recorded the minutes. It’s also helpful to record the start and end time of the meeting as well as the person the people who attended (and, if the regular minutes-taker was not present then who filled in).

A second paragraph should be included that outlines what the meeting’s content will be. This will typically contain two main parts including administrative business and substantive business. The latter includes routine items such as agenda approval and minutes approval at the last meeting, as well as an agenda of consent that helps save valuable meeting time by acknowledging recurring items such as committee reports.

The discussion of a broad variety of topics is covered in the final. It is recommended to have the minute-taker write down the outcomes of any votes taken as well as the person who made the motion and who supported it. It’s also a good idea to include any major arguments that were aired during the discussion however, don’t go as far as to identify who made what statement and this could open you up to legal responsibility.

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