Board meeting minutes serve as an official and legal record of the meeting of the Board of Directors. Learn how to take minutes at a board meeting. Minutes are a detailed record of a meeting. The minutes record topics of conversation, actions needed and decisions made. Minutes ensure that there is an official. How to Write Meeting Minutes Once your meeting has an agenda and the person who should keep minutes has a strategy, here are some tips on the content of .
Careful recordkeeping is imperative -- especially during business meetings. The minutes serve as an official record of the meeting. They should describe who was present during the meeting, what was discussed and what was decided.
If carefully prepared, they can be one of the most effective methods of keeping everyone informed and on the same page about past, current and future business decisions. Indicate whether a quorum is present, if necessary. Not every meeting requires a quorum, or a minimum number of attendees to make the meeting valid. However, if a quorum is required and present, it means the business decisions made during the meeting are valid and enforceable. Without a quorum, the business cannot act.
Describe the proceedings in chronological order. Start by noting when the meeting was called to order and by whom. Jot down the name of each person who starts a topic and write down the most important details about the discussion. Write down the names of people who agree or disagree with what is being discussed and concisely state the nature of the agreement or disagreement.
Write up a formal recap of the meeting based on your notes. Use company letterhead and send the final copy to each person in attendance. Use the meeting agenda as an outline for your meeting minutes. Agendas typically outline the major topics for the meeting. Using the agenda as an outline helps keep your minutes organized. If you decide to use technology to help you capture the minutes, consider implementing distraction-free software that temporarily blocks access to email, the Internet or other programs besides a simple word processor.
Based in Traverse City, Mich. His work primarily appears on various websites. Cooley Law School, where he graduated with honors. Items you will need Meeting agenda Note taking items or a word processor. Step 1 Record the date, time and location of the meeting.
Tips Use the meeting agenda as an outline for your meeting minutes.
You were just elected or assigned as secretary of the committee you belong to. Do you know how to take, prepare, and present minutes? An audio recorder can be a useful tool to help you transcribe the minutes later, but it should not replace notes. Learning a shorthand is an essential skill if you will be taking minutes, but you should not rely on a computer program to transcribe your notes into shorthand.
That also defeats the purpose of using shorthand to write more efficiently to start with! You can either project directly from your computer as you type or use an overhead projector to display your notes as you write. If you are writing, make sure you save a copy to type up later. Read on for another quiz question. Most meetings will begin with a motion and even have several other motions throughout.
Each motion will be put to a vote. A successful vote, however, is recorded with different terminology. If the vote does not get enough support to pass, then it fails. When you record the motion, note the mover, or the person who proposed it. Also be sure to record the motion with the exact wording and the result. If you are asked to make changes to your minutes it is often because they are incomplete or inaccurate, not because the group is trying to be false.
If you believe that they are trying to record false minutes, talk to your Human Resources manager. If your minutes need changes, be sure to make those corrections. At the end of the document, make a note that corrections were made. Sometimes a motion will be put forth to change the minutes, but not always. If a motion has been put forth, be sure to record the exact wording and the mover of the motion, just like you would with any other motion.
Then make the corrections to the minutes being sure to indicate that changes were made. There are other changes that you should make, however.
Several of the above customizations are optional. You may choose to do so, however, to better suit your needs. There is 1 change that you should definitely make though. Sample Business Meeting Minutes. Sample Board Meeting Minutes. In more informal settings, ask what should be included in the minutes or how they will be used.
As the minutes taker, you do not need to familiarize yourself with the full Rules of Order. Know your role as well. Some minute secretaries do not participate in the meeting, while others take minutes while contributing to the discussion. In either case the secretary should not be someone who has another major role, such as chairman or facilitator. Prepare a template in advance. A template creates one consistent format for ease of reference.
Is this a regular weekly or annual meeting, a smaller committee meeting, or a meeting convened for a special purpose? Date, time, and place. Leave space for the start and end times convening and adjourning. List of "attendees" and "apologies of absentees". This is a fancy term for attendance sheet. Note whether a quorum is present the number of people sufficient to carry out votes.
Space for your signature. As the minute taker, you will always sign your work. An agenda , if provided one. If the chairman or meeting facilitator has not asked you to draft the agenda, they should have one available upon request.
Having one to refer will help you organize your meeting notes. Bring a notebook or laptop with you. Make sure that whatever you bring is something you are comfortable with. If you will be writing minutes often, set aside a notebook for this purpose, or create a folder on your computer. If you took minutes at an earlier meeting and they have not been submitted for approval, make sure to bring those with you as well.
While an audio recorder can help you transcribe the minutes later, it is not a substitute for note taking. If you do record the meeting, make sure everyone present consents and do not give in to the temptation to create a word-for-word transcript. Learning a shorthand will speed up note taking, but you do not need to be able to take down every word in order to take minutes.
In fact, you should avoid doing so. If you are asked to take notes publicly during the meeting, use an overhead projector or presentation easel. Make sure you are able to take the notes home afterward without smudging them so you are able to use them to type up minutes. Part 1 Quiz How can technology help you? You can use an audio recorder instead of taking notes. A computer program can transcribe your notes to shorthand.
You can use a projector to display your notes. Distribute an attendance sheet. As soon as everyone is in attendance, distribute a single piece of paper more for very large meetings with space for each person to write their name and contact information. You can use this after the meeting to fill out the attendees section of your template, or attach the sign in sheet itself to the completed minutes.
If you are unfamiliar with many of the people present, sketch a seating chart instead and fill it out as you ask everyone to introduce themselves. Keep it handy as you take meeting notes so you can refer to people by name when appropriate as discussed below. Fill out as much of your template as possible. While waiting for the meeting to begin, record the name of the organization, the date and place of the meeting, and the type of meeting e.
When the meeting begins, note the start time. If the meeting was called for a special purpose or at a special time, save the notice sent out to notify members. Note the result of the first motion. Most formal meetings will begin with a motion to adopt an agenda, so this step will use that as an example. If the meeting begins with a different motion, just make sure to record all the same relevant information: The exact wording of the motion beginning "I move".
This will usually be "I move for the adoption of this agenda. The result of the vote. If the vote succeeds, write "motion carried. If this is a recurring problem, ask between meetings if this can be made official policy for motions above a certain number of words. If you drafted the agenda, you may be the mover of this motion as well as the minutes secretary.
Record other motions throughout the meeting. Listen attentively to all discussions, but unless instructed otherwise! When a new motion is made, record the relevant information. Remember, each motion should include the exact wording of the motion, the name of the mover, and the result of the vote.
Some motions require a seconder before moving to a vote. Recording information accurately is important enough to justify a small interruption. If a motion is amended, simply alter the wording of the motion in your notes. Unless the amendment is controversial and provokes a lot of discussion, there is no need to record that an amendment occurred. Listen to reports and obtain copies. Whenever a report, news bulletin, or similar item is read aloud, record the name of the report and the person reading it or the name of the subcommittee that drafted it.
If there is a motion attached, record it like you would any other motion. Make a note to ask the reader or meeting leader chairman or president for a copy afterwards. If copies are not available, instead note where the original document is kept. You may need to ask for this information after the meeting. If a member makes an oral report instead of reading from a document , write a brief, objective summary of the report. Do not go into specific detail or quote the speaker verbatim.When you record meeting minutes write motion, note the mover, or the brussels meeting room who proposed it. Writw like the way everything is explained clearly and written in steps. Use the same tense throughout. No need for any unnecessary legal troubles, right? Glassie and Dorothy Deng suggests the following for Board minutes: AA Anne Andrews Apr 18, Committee or Board members can simply meeting minutes write the documents online and save a few trees!