The minutes of board meetings are the official record of the board’s decisions and actions. They are essential for a variety of reasons, such as legal implications, governance policy and even accountability. They must be clear, precise and easy to comprehend.
Keeping your minutes as clear and concise as possible can ensure that you remain focused on crucial discussions, decisions, and actions while also not using a lot of words. This is especially beneficial for boards with a limited budget and tight deadlines.
The structure or format of your minutes can vary depending on your company’s needs, culture, and style However, a few standard elements should be taken into account when making minutes. These essential elements include:
The date and time of the meeting Documenting the date and time will assist future readers to understand the events that transpired. It’s also important to note the kind of meeting (whether regular or special, or even annual).
Content: Check the the minutes to ensure that it accurately reflects what took place during the meeting. Find any omissions or errors and make sure to cross-reference with other documents to make sure the information is complete and accurate. Verify that all agreed upon actions and tasks to follow-up are documented in the minute. This includes any actions or follow-ups that were discussed during executive sessions (private or behind closed-doors portions of the meeting where sensitive topics like allegations of misconduct or personnel issues, or financial concerns with the auditor are discussed). These discussions are not included in the board meeting minutes but should be recorded in the minutes of the closed session.
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