Best Practices for Taking Minutes at Board Meetings
When you’re taking minutes at board meetings there are several best practices that can amplify your organization’s effectiveness. If you’re the secretary of the board or just taking notes, adopting these methods can make it easier to get precise and clear minutes of board meetings every time.
Begin by reviewing the agenda: Having a logical agenda will assist you in keeping the minutes of meetings organized so that you can easily locate what you need later on. You can also create an agenda template that you fill out as the board meetings progress. This will ensure that the content of the minutes is relevant and adheres to a standard format.
Take attendance Note: It is crucial to keep track of who is in the room for your last minutes. You can either write names on the agenda, or circulate a sign-in sheet and then record the results. This will allow you to add a complete attendance record in the board minutes.
Stay with your outline. Even even if the discussion diverges from the original topic, it’s important to stick to the outline. By keeping the discussion on track it’s easier to write a concise and clear minutes of meetings that are an account of your organization’s decision-making processes. Note the outcome of each motion, including the exact language, who initiated it, and whether it was voted on or not. Include any information about the handouts or reports that were distributed during the meeting. Also, include any alternatives considered when making major decisions.
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