It is important to be neutral when composing the minutes of board meetings. This allows the minutes to serve their purpose as an official document that can show that meetings were held and that decisions were taken. Incorporating opinions into the notes can make them look biased and cause skepticism from legal entities, stakeholders and even future board members. It is important to understand which information to include and what to leave out in the minutes.
In general the minutes of board meetings should only reflect the facts and decisions taken during the meeting. They should never contain personal or subjective views such as the time the chair of the meeting hammered her desk in order to emphasize her point. Also, it is recommended not to identify individuals involved in the discussion unless a motion is being proposed. The board should note who proposed the motion and who voted to second it, along with the amount of votes cast for, against and abstaining.
It’s also a good idea to take note of any new attendees or special guests. This will allow attendees to keep track of those who are present in person and via remote. It’s also a great idea to announce the beginning and hop over to this website ending times for the meeting, and also an exact date and time for the next meeting. The board members are busy, so setting an appointment date and time for the meeting will help everyone to stay on track.