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 governance policies, legal implications, and even accountability. They should be precise, clear and simple to read.
Making sure your minutes are as clear and concise as is possible will help you maintain a focus on the important discussions, decision-making and actions, while refraining from lengthy jargon. This is particularly helpful for boards with a limited budget and tight deadlines.
The design or structure of your meetings will vary in accordance with your organization’s culture and needs as well as the style. However there are some important elements to take into consideration. These essential elements you can find out more include:
Date and time of meeting Note down the date and time will assist future readers to understand what happened. It’s also important to note the kind of meeting (whether regular or special, as well as annual).
Content: Review the the minutes to ensure it accurately reflects what happened during the meeting. Check for mistakes or omissions and compare the information to other documents. Also, make sure that all agreed-upon action items and follow-up activities are documented in the minutes. This includes any actions or follow-ups that were discussed during executive sessions (private or behind closed doors sections of the meeting where sensitive topics like allegations of misconduct, personnel issues, or financial concerns with auditors are discussed). These conversations should not be included in the board meeting minutes, but in the minutes of the closed session.