How to Write the Minutes of the Board Meeting

The minutes of a board meeting are among the most important documents an organization can produce. The document is meant to accurately record the decisions made at the board of directors’ meeting as well as any follow up actions. The minutes should be written in a neutral and objective tone to accomplish this. This can be difficult during meetings that are heated however, there are methods to ensure that the minutes are accurate reflect what happened without revealing personal opinions or bias.

An outline of the meeting should be included in order to help anyone who reads the minutes to understand what transpired. This section could include an explanation of the location of the meeting, as well as whether or not there were any remote attendees, and the name of the person who took the minutes. It’s also helpful to note the beginning and end time of the meeting and who was present (and if the regular minute-taker wasn’t present then who filled in).

The body of the meeting should be described in a second paragraph. It will usually contain two main parts that are administrative and substantive business. The first includes routine items such as agenda approval minutes of the previous meeting approval and a consent schedule that reduces time spent at meetings by acknowledging items like committee reports.

The discussion of a wide spectrum of important topics is covered in the second. It is recommended that the minute-taker keep a record of the results of any votes taken and also the person who put the motion forward and who seconded it. It is also recommended that the minute-taker’s record to include any major arguments that occurred during the discussion. But do not go as far as to determine who spoke what. This can be a source of legal liability.