How to Take Minutes at Board Meetings

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

A board secretary should make sure that minutes are taken accurately and in a fair manner. To protect the organization from any legal action even if the board is discussing controversial subjects that require a neutral and factual account is essential.

The draft minutes of the meeting should be sent to all directors for initial review and correction prior to being approved by the chair. Then, a further draft version, approved by the chair, can be circulated for any directors who require any follow-up questions regarding anything prior to the minutes are finalized.

It is also essential to include the attendance of each director in the meeting, as well as any attendees who are present but aren’t involved in the decision-making process. This ensures that any dissenting remarks are not overlooked or omitted.

When you are dealing with an agenda item, note the order that it was discussed. This will make it easier to track any changes that occur at a subsequent meeting.

As the person who is responsible for taking minutes, it’s crucial that you bring all the necessary materials to the meeting. Bring pen, notebook power cable, notebook, and pen. In addition, you should always have a backup device in case your primary device fails or your pen stops working.