Making minutes of meetings of the board is a crucial job that requires concentration on the details. The accuracy and clarity of meeting minutes is essential for both future reference as well as for legal compliance. It can also shield the business from liability issues that could arise in the event that they don’t have correct documented information to rely on.
To be a good minute-taker, you should prepare a template well before the board meeting begins. This will help you remain focused and organized on the agenda items throughout the meeting. This will allow you to take notes efficiently and ensure that any supplementary materials, such handouts or reports are included in the minutes of the meeting. It is also recommended to have an additional note-taking device in the event that your battery dies or you experience other issues.
When recording the discussion during the board meeting, it is crucial to listen attentively and take note of the most important points of each topic being discussed. If you have trouble keeping the discussion on track then ask other participants to repeat themselves or pause so that you can capture their thoughts clearly. Make sure you record votes in favor and against each motion. Included are the names of any attendees who are not present or are late is an essential part of the procedure for taking minutes.
After the meeting has concluded the minute-taker distributes the minutes to all board members. This could be through the mail, hardcopy, or the board portal software.
