How to Take Minutes at Board Meetings

Recording minutes of board meetings is crucial to record what the board did. Minutes should contain details of all discussions and decisions, as well as resolutions and action items.

A board secretary should make sure that the minutes are taken in a timely manner and impartially. To protect the organization from any legal action, even when the board is discussing controversial topics an objective and factual account is crucial.

Draft minutes of meetings should be circulated to all directors for review and correction prior to being approved by the chair. Then, a further draft version, if approved by the chair, may be distributed to any directors who require any follow-up questions on any matter before the minutes are finalized.

It’s also crucial to include the attendance of each director in the meeting, as well as any attendees who are present but don’t participate in decision-making. This ensures that any dissenting remarks aren’t ignored or forgotten.

When it comes to a specific agenda item take note of the order in which it was addressed. This will allow an upcoming meeting to follow-up on any changes.

As the person responsible for taking minutes, it’s essential to bring all required items to the meeting. This includes pen, notebook and power cable. Also, you should have an additional backup device in the event that your primary device fails or your pen isn’t working.