The minutes of meetings of a board are a critical task that requires attention to particulars. The accuracy and clarity of minutes of a meeting is essential for both future reference and legal compliance. It also shields the business from liability issues which could arise if it isn’t properly recorded.
To be a successful minute-taker, you must have a well-prepared template in place before the board meeting starts. This will keep you organized and focused throughout the meeting. This will allow you to efficiently note down notes and ensure that any additional materials such as handouts or reports are included in the meeting minutes. It is also a good idea to have a backup option for your note-taking tool in case you run out of battery or experience other issues.
It is essential to be attentive and note down on the main aspects of each discussion topic when recording the board meeting. If you are having trouble staying on track, you might consider asking the other members to stop or repeat themselves so that you can capture their thoughts clearly. Make sure you record votes for and against each motion. Including the names of attendees who are absent or late is also an essential element of the minute-taking process.
After the meeting has ended the minute-taker must distribute the minutes to all board members. This could be through mail, hardcopy or through the board portal software.