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How to Take Minutes at Board Meetings

Recording minutes of board meetings is vital to keep the record of what the board has accomplished. Minutes should contain details of decisions and discussions as well as resolutions and action items that were adopted.

A board secretary should ensure that the minutes are taken in a timely manner and without bias. Even if the board discusses controversial subjects, a fair and accurate account is essential to protect the organization from any legal issues that could occur.

Draft meeting minutes should be sent to all directors for initial review and correction prior to being approved by the chair. A second draft, which has been approved by the chair, may be distributed to directors who would like to conduct any further work prior to finalizing the minutes.

It’s also crucial to include the attendance of each director at the meeting, in addition to any attendees who are present but don’t participate in the decision-making process. This ensures that any discordant comments are not ignored or omitted.

Note the order in which an agenda item was discussed. This will make it easier to follow up on any changes in a subsequent meeting.

As the person responsible for taking minutes, it’s essential that you bring all necessary materials to the meeting. This includes pen, notebook and power cable. Additionally, you should always have a backup device in case your primary device fails or your pen isn’t working.

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