Making minutes at board meeting can appear to be a simple, straightforward task however there are a lot of things to consider to business continuity planning bcp ensure that the process is effective and precise. Meeting minutes that are precise and effective can shield the board from legal liability and increase the efficiency of their meetings.
In addition to recording discussions and decisions, the minutes of meetings must also include important information like who attended the meeting, who was absent, the time, and location of the board meeting. By including these vital details, you can make sure that the minutes are a complete record of the board’s meeting and will serve as a reference for future meetings.
It is important to keep in mind, too, that the minutes should not be a transcription of the content of the meeting. This could cause problems later if the minutes were read out of context. It is generally better to summarise key aspects and outcomes of the discussion, rather than keep track of the length of each statement or detail that was given by a director during the meeting.
It is also crucial that the secretary of the board be ready to record minutes. This is a requirement of bringing all the material needed to do so to the meeting. It could be necessary to bring a pen and notebook or, if your business uses board management software, you can store all the information in an online board portal that is secure. It is recommended to have backup copies either in the form of a hard drive to be available for the board.