When taking minutes of board meetings, there are numerous things to consider that require a lot of attention. This job requires someone who can plan ahead and pay attention while writing a detailed summary.
Minutes of meetings are essential company documents that represent the decisions taken by the board. Because of this, they should be precise and reflect all discussions that took place during the meeting. It is important to read the agenda prior to the meeting so you know the details to include. This will ensure that important information from being lost during the meeting. A third party may also be helpful in reading the minutes. This will ensure that the person who takes the minutes isn’t biased and has a neutral view of the contents of minutes.
It is crucial to record not only the main aspects, but also the actions that were taken during the meeting. Also, who was responsible for each item of action. These details will allow board members to refer to the minutes of meetings in the future.
In the final section, a note about the presence of a majority be included. A quorum is defined as the presence of at least two-thirds of the board members.
It is also important to document any documents circulated or any other special presentations made during the meeting. In the minutes it’s a good idea to also include the dates and times of the meeting.