How to Write Effective Board Meeting Minutes

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Minutes of Board meetings play a vital role in the management of every business, whether it’s a non-profit or a small business. However, creating effective minutes for board meetings can be tricky. Boards need to be mindful not to include anything that could potentially violate their ethical or legal obligations. It is also essential that the person taking minutes does not include any personal opinion or bias that could appear unprofessional.

Attendance Record of who attended the meeting whether in person or via webcast or phone. This will help track down if a board member was late or absent and to verify that the correct number of voters were present at each meeting.

Agenda The agenda is the list of items that will be discussed during the meeting, usually sent prior to the actual meeting to give members a chance to review prior to the discussion.

Minutes: The official recording of the meeting usually created by an officer secretary or other staff member. Minutes should include a brief description of each item, the decision taken, as well as who supported or opposed it. To ensure clarity and readability the minutes must be concise and clearly edited. The final version should contain all the documents mentioned in the minutes.

Minutes should not include side discussions or off the record comments unless they are directly connected to an agenda item. If the discussion is unrelated to the item on the schedule, it is important to be aware that the tangent was discussed without recording any specifics.

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