Your minutes provide the record of the action taken at the meeting, so they need to clearly memorialize the facts. This is a business document, not about who said what. Minutes of the meeting is another form of effective communication inside the organization. That's fine; as long as you remain objective there is no problem recording your own actions. Imagine a situation: your client has several appointments with different companies on one day.
If this is a recurring problem, ask between meetings if this can be made official policy for motions above a certain number of words. When the meeting starts, write the exact wording of each motion, the names of people who propose and second motions, and the results of each vote. During the course of a busy workday, it's easy for important details to get lost or forgotten. Check your language to be sure that it is clear, unambiguous, and complete. However, major decisions or motions should be notated in a detailed manner.
When the meeting begins, note the start time. Tracking action items What are the best practices for tracking action items? Most importantly, they need to be informative and easy to navigate for whatever the reader needs to know six months from now. Or, ask them to fill in a tracking sheet, like an Excel sheet. For sure, it must start with a greeting and be followed by a thank you. For example, depending on the meeting structure and the tools you use see Tools below , the minutes-taker could work with the Chair to create a document format that works as an agenda and minutes outline as well. This could be a basic Excel sheet that you share with your team. 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.
They should describe who was present during the meeting, what was discussed and what was decided. A discussion ensued where questions were asked and answered. Also, get as much information about the scope and the purpose of a meeting as possible. Click on another answer to find the right one. Always be specific and personal and do not send all your clients the same email. Also, do not tape record your meeting, for legal reasons. Board Meeting Minutes Templates With the help of a template and a clear, step-by-step process, you can put an end to the stress of minute-taking.
The meeting minutes prove you and your board spent time to thoroughly discuss and make sound, objective decisions. The two most important things to know when taking the record of the meeting is what information to record and how to present it. Listen attentively to all discussions, but unless instructed otherwise! Retaining board meeting minutes for future reference and compliance purposes is imperative. It's best to do this while the events are still fresh in your mind. However, for public bodies, or for any body where a conflict of interest is in play, you will want to record abstentions. It is okay to include only the main ideas. To write the minutes of board meetings, use one notebook or a digital template with sections for date, time, people and issues from the meeting.
Use company letterhead and send the final copy to each person in attendance. This is a fancy term for attendance sheet. If you are writing, make sure you save a copy to type up later. This is just an example of what you can write in your messages and how you can write them. Given the breadth of detail and complexity of process associated with proper documentation of meeting minutes, many organizations find using a tool, such as , helps make this work easier and more efficient, and can ultimately elevates organizational performance. A discussion began after several board members asked questions. This post — — in the Free Management Library — offers a sample of the format and content typical for board meeting minutes.
Here are some tips which might be helpful in writing the minutes of meeting. But how can you keep people focused without being a taskmaster or squashing creativity? Approval of Minutes The minutes of the previous meeting were unanimously approved as distributed. Also write down the names of the people who were expected to be at the meeting but are absent. If someone did not attend but it was important that they did, this should be included. Also, they may be required for disciplinary meetings with employees. It needs to be organized to be sent out to your colleagues.
If not, you might end up on the margins of the meeting being too busy taking notes. Make a list of each person who attends in order of seniority, as well as the names of those who did not attend with a note for who has an excused absence. If a task is not performed then you can refer back to the meeting minutes and follow up on it. . The outline should leave ample space to write a brief explanation for each action or motion, as well as the time each action was taken.
First, write a summary of the meeting and distribute minutes. The participants can often jump from one topic to another, think out loud, express thoughts, and then immediately refute them. If needed, document whether a quorum is present for any business decisions made. Record discussions objectively, avoiding inflammatory remarks and personal observations. Closed Session The Board turned to the discussion of strategic initiatives. Ideally, meeting minutes should be finished within 24 hours after the meeting took place. There are many ways to do this, including sending them through email, mail, or using board portal software like.
Agenda for Next Meeting List the items to be discussed at the next meeting. Signing the minutes Minutes are to be signed by the secretary and, if customary, may also be signed by the president. What is the Governance Cloud? Online sharing The method of sharing or distribution will depend on the tools that you and your organization use. March 21, 2014 Phone Meeting. It is also common to avoid detailed notes of discussion, focusing instead on the agreed-upon outcomes. You should include the reason for the meeting, what it was about and where and when it was held.