The minutes of a board meeting are among the most important documents a company can create. The document is designed to accurately record the decisions taken at the meeting of the board of directors, and any follow-up actions. The minutes should be written with a neutral and objective tone to achieve this. While this can be challenging during a board meeting with a heated debate However, there are ways to ensure that the minutes accurately reflect the events that took place without revealing any personal bias or feelings.
The first thing to include is a basic outline. This will aid anyone who reads the minutes to be able to comprehend what happened. This section could include a description of the location of a meeting in addition to whether there were remote attendees or not, as well as the name of the person who recorded the minutes. It is also beneficial to note the time at which the meeting started and ended, and also who was present (and if the regular minute-taker was not there, who stepped in for them).
A second paragraph must be included that outlines the content of the meeting. It will typically contain two main elements, administrative business and substantive work. The first includes routine items such as agenda approval, minutes of the last meeting and a consensual schedule that helps to speed up meetings by acknowledging items like committee reports.
The discussion of a wide range of substantive topics is covered in the second. It is recommended that the minute-taker record the outcome of any vote taken in addition to the person who made the motion and who supported it. It’s also recommended to record any major arguments that occurred during the discussion but don’t go as far as to determine who spoke up and this could expose you to legal responsibility.