Making minutes at board meeting may seem like a simple, straightforward task, but there are many considerations to be made to ensure that the process is effective and precise. Meeting minutes that are accurate and impactful can protect the board from legal liability as well as increase their efficiency.

Minutes of meetings should include important information such as who attended and who was absent as well as the date and time that the board convened. Incorporating these crucial details can help ensure that the minute’s are a complete record of the board’s meeting and will be an information source for future meetings.

It is also important to keep in mind that minutes shouldn’t transcribe exactly what was said during the meeting, since it could be problematic in the future if someone were to take the minutes out of context. It is more efficient to summarize the key points and the results of the discussion, and not note the length of each item or detail given by a director during the meeting.

In addition, it is crucial that the board secretary be prepared to take minutes by bringing all the materials needed to keep them with them at the time of the meeting. It may be necessary to bring a pen and notebook, or if your organization employs board management software and you want to store all the data in a secure portal for board members. It is also a great idea to store backup copies of the documents on a harddrive or in a printed.