How does one condense a gathering which will last several hours into a couple of pages of concise, understandable minutes? Meeting minutes are the official record of what decisions were made, who was attending and every one other consequential events that occurred during the committee meeting . As a matter of law, minutes must be taken to legally prove that a gathering was held.
While it’d appear to be a challenging task, there are certain strategies and tips to stay in mind if you’re assigned because the note taker or secretary of the board for a corporation .
The company’s recording Secretary will write the minutes. The Secretary should record discussions as objectively and accurately as possible, avoiding any negative remarks or personal observations. Because directors have legal fiduciary duties to the company’s shareholders, the knowledge and language should be basic and straightforward while also representing the Board’s intent in its decision-making process. this is often to avoid legal complications down the road. Board members should only be mentioned by name for any ‘motions’ and ‘seconds’.
How to Take Productive Meeting Minutes
Whether a meeting’s objective is to form policy decisions that affect an outsized organization or to easily assign responsibilities to staff members, having concise and arranged meeting minutes is vital . The minutes function a record of motions that were passed and as a reminder of who owns certain tasks. Taking minutes during a gathering might sound overwhelming, but following these guidelines can help the method go smoothly.
Plan your agenda. Create an overview around your agenda items and note what proportion time are going to be allocated for every item.
Samples of Board Meeting Minutes Template :
Clarify decisions. Before the meeting moves on to a replacement item , confirm a transparent decision has been made and recorded.
Capture the essential information. Don’t attempt to capture every detail within the minutes, but make certain to incorporate decisions that were made also as assignments and action items. employing a template for minutes will assist you stick with the outline and confirm every item was covered thoroughly.
Edit for clarity. Soon after a gathering , use your notes to write down out the minutes during a more readable form. Use an objective tone and keep the minutes brief while still including all essential information, like actions and motions.
Board Meeting Minutes Template | Word download
