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How to Take Minutes at Board Meetings

how to take minutes at board meetings

When taking minutes at board meetings, there are a lot of factors that require attentiveness. It’s an assignment that requires someone who is able to think ahead, pay attention and produce a highly detailed summary of the meeting.

Meeting minutes are vital documents of the company that are used to represent decisions taken by the board. As such, they must be accurate and reflect all discussions that were held during the meeting. It is advisable to read the agenda prior to the meeting so you know what you need to write down. This will ensure that important information from being lost during the meeting. It is also beneficial to have a third party read the minutes. This ensures that the person who takes the minutes isn’t influenced and has a neutral view of the contents of the minutes.

It is crucial to record not just the most important aspects, but also the actions taken during the meeting. Also, who was responsible for each action. These details will allow board members to refer to the minutes of the meeting in the future.

Additionally, a note should be recorded in relation to the presence of the majority. A quorum is defined as the presence of at least two-thirds the board members.

It is also important to keep track of any documents that were circulated or any other special presentations made during the meeting. In the minutes it’s a good idea to include the time and date of the meeting.