BOARD MEETING MINUTES: WHAT THEY ARE AND HOW TO USE THEM EFFECTIVELY

Meetings in the business world can be strenuous. We often join them, and later on, wonder what they were about. One of the most important types of meetings inside of a corporation, the meeting of the board of directors, cannot suffer from this circumstance. Board meeting minutes records help in preventing that. 

What Are Board Meeting Minutes?

Board meeting minutes are the written document produced from notes taken during the board meeting. It illustrates the decisions made, votes taken, and absences noted. Furthermore, it is a legal document, which can provide necessary insight into the inner workings of a company. 

The job of documenting a board meeting is usually delegated to the secretary. They are responsible for taking notes during the event. After it is concluded, they need to prepare the official board of directors meeting minutes record. Most places in the world require that as a legal document, but there isn’t a special meeting minutes format to which you need to adhere. A well-prepared template could help the company be as transparent as possible. We will show you how to take meeting minutes at board meetings. 

A Step-By-Step Guide Of Meeting Minutes

We already know why those board meeting minutes are important, but how to create such documents? At the end of the article, you will have the opportunity to look at basic templates for this occasion. To make your note-taking even more efficient, we recommend using board portals, keeping in mind the best practices below:

  • Easily create an agenda and keep track of accordance with it. Taking notes inside board software is a convenient way of creating board meeting minutes. You can use templates, track attendance, and attach motions. Through board portals, you can focus more on the meeting, as actions like creating new agendas are easily undertaken.
  • Use a ready-made agenda template in a convenient meeting minutes format. Relying on templates makes the job of a secretary almost effortless. Agendas attached to the meeting invites will be accessible in the board portal, across many meetings. It is a convenient way of keeping data categorized.
  • Mind the information that should be included or excluded in the meeting minutes. While recording the meetings also remember which information is important to be included in the document. This is a file consisting of impersonal documentation, so you should not mention who voted for and who voted against a motion. Off-the-record and personal remarks should also be exempt from board meeting minutes. You can also include links to the presentations that took place in the meeting.

How To Use The Board Portal For Effective Meeting Minutes?

Meeting minutes builders included in the board portals are a great help in crafting those important documents. There are a couple of tools, which especially contribute to a more efficient workflow. 

  • The aforementioned agenda templates are a great way of keeping vital corporate information organized. They reduce the time it takes to note during the meeting.
  • Through the builder, you are also able to attach assignments to adequate people. This helps to keep track of who does what in the company. 
  • If you have things you need to highlight, use cursive or bold text. Those are also tools that can be accessed in the meeting minutes builder. These formatting tools can help organize thoughts in the file. 
  • After you are done with crafting your board meeting minutes, you can export the document into one of the most common file formats like PDF or Word Doc. The file can be accessed on almost any device. 

Board Meeting Minutes Template

While we should focus our attention on the meeting while documenting board meeting minutes, templates help us in a more efficient note-taking. This is why we prepared a couple of board of directors meeting minutes templates. We present you with a meeting minutes example and hope it will be helpful:

Meeting Title
DateTimeLocation
Meeting byName
TypeType of meeting
Note takerName of note taker
TimekeeperTimekeepers name
AttendeesList of attendees
Agenda – First Topic
TimePresenter
DiscussionDiscussion summary
ConclusionsConclusion summary + hyperlink to the presentation
Action itemsPerson ResponsibleDeadline
Action item 1NameTime and Date
Action item 2NameTime and Date
Agenda – Second Topic
TimePresenter
DiscussionDiscussion summary
ConclusionsConclusion summary + hyperlink to the presentation
Action itemsPerson ResponsibleDeadline
Action item 1NameTime and Date
Action item 2NameTime and Date
Agenda – Third Topic
TimePresenter
DiscussionDiscussion summary
ConclusionsConclusion summary + hyperlink to the presentation
Action itemsPerson ResponsibleDeadline
Action item 1NameTime and Date
Action item 2NameTime and Date