There are several best practices for taking minutes at board meetings that can improve the efficiency of your company. No matter if you’re a board secretary or just taking notes, adopting these guidelines can make it easier to obtain accurate and clear minutes of board meetings every time.

Start by reviewing the agenda: Having a structured agenda can help you keep your meeting minutes organized, so that you can easily locate what you need later on. You can also create a template that you can use to fill in as board meetings progress. This will help you create an organized format that is easy for others to pick up from and ensures that your minutes’ content is still relevant.

Notifying who is present in the room is vital for your final minutes report. You can do this by marking off names on the agenda or circulating an attendance sheet and recording the results. This will enable you to add a complete list of attendees in the minutes of the board.

Follow your outline: It’s essential to stick with the outline you created prior to the board meeting begins even if the discussion veers off topic. By staying on topic it’s simpler to write a concise and clear minutes of the meeting that are an account of your organization’s decision-making procedures. Note the outcomes of each motion, including the exact words used in the motion, the person who initiated it and who voted in favor or against it. Include any information regarding handouts or reports distributed during the meeting. Also, include any other alternatives that were considered when making major decisions.

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