http://boardroomsystems.net/how-to-take-notes-at-a-board-meeting

The board meeting agenda is among the most important components to the success of a board meeting. A well-planned agenda will help the discussion stay focused and reduce time spent on unimportant topics. It will also ensure that all board members are prepared to engage in the issues at hand.

The executive team must decide on a few key strategic topics prior to the board meeting. This will avoid the possibility of a boardroom train that is sped up and instead keep the discussion productive and meaningful.

The board administrator should distribute the agenda to all directors to allow them to review it prior to the meeting. This allows them the opportunity to highlight key points and to prepare questions prior to the meeting. Furthermore directors are given the chance to present any reports required to be submitted or reviewed.

The general counsel or a designee should read any board materials prepared by management, to check for consistency and mistakes. They should also look for a section for the names of attendees and draft resolution language to be used for decisions that must be made.

The chair should also check in with the directors or chairs of committees who were assigned actions items from previous meetings to ensure they’re on the right track. This is an excellent method of staying on top of any progress and give an up-to-date status update.