When you’re taking minutes at board meetings, there are several best practices that can boost your organization’s effectiveness. No matter if you’re a board secretary or simply taking notes, adopting these methods can help you get clear and accurate minutes of board meetings each time.
Start by reviewing the agenda. A well-organized agenda will help you organize your meeting minutes making them easier to find later. You can also develop templates that you can use to fill out as board meetings progress. This will ensure that the information in the minutes is relevant and that it follows a consistent format.
Take attendance Note: It is crucial to keep track of who is in the room for your last minutes. You can do this by adding names to the agenda or by distributing the sign-in sheet and recording the results. This will enable you to add a complete attendance list in the minutes of the board.
Stick to your outline. Even if the discussion deviates from the main topic, it’s crucial to stick to the outline. If you stay on topic it’s much easier to create an organized and concise minutes of the meeting that are an account of your organization’s decision-making procedures. Record the outcome of every motion, including its exact wording, the person who initiated it and whether it was accepted or not. Include any information related to handouts or reports distributed at the meeting. Also, record any alternatives considered when making major decisions.
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