How to Write the Minutes of the Board Meeting

The minutes of a board meeting are one of the most important documents that a company can create. The document is designed to accurately record decisions made at a board of directors, and any follow-up actions. The minutes should be written with a neutral and objective tone to accomplish this. This can be difficult in meetings that are heated, but there are ways to ensure the minutes accurately are a true reflection of the event without revealing personal feelings or bias.

The first thing you should include is a brief outline. This will aid anyone who reads the proceedings to comprehend what took place. This section should include a description about the location of a meeting in addition to whether there were remote attendees or not, and the name of the person who took the minutes. It is also helpful to note the beginning and end time of the meeting as well as the person who was in attendance (and, if the regular minute-taker was not there and was not present, who took the minutes).

A second paragraph must be included to describe the body of the meeting. This will usually contain two main elements, substantive and administrative work. The former includes routine items like agenda approval minutes approval from the last meeting and the consent agenda which saves valuable meeting time by acknowledging regular items such as committee reports.

The discussion of a broad variety of topics is included in the latter. It is recommended to have the minute-taker write down the outcomes of any votes taken and also the person who made the motion and who seconded it. It’s also an excellent idea to record any major arguments that occurred during the discussion however, don’t go as that you can identify the person who said what — this can expose you to legal risk.

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