If properly taken, board minutes can be a crucial tool for your company. They document the decisions taken and show that the meeting was actually held, however, they also serve as legal documentation in the event of litigation. Making effective board minute books is not an easy job however. A single mistake could leave you with an unfinished legal battle to fight.
A little knowledge can go an extremely long way when you’re writing minutes of meetings. It is essential to know not only what information to include, but also what not to. It is important to record an objective, impartial account of the meeting without using inflammatory language or declaring personal disagreements. It’s a good idea note down the discussion during the meeting. However, don’t mention any side conversations that weren’t part of the agenda.
The format of the board minutes differs according to the organization, but the basic information needed is as follows the following: Attendance (note who was in attendance, including board members, guests and observers) and quorum status (note whether there was a quorum present at moment of the vote) agenda items, order of business, report motions, resolutions and dissident votes. Record whether or no notice was given, any actions taken, as well as the next steps.
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