Prepare Solid Board Meeting Minutes

Content

The content and structure of the minutes can be easily managed. There are useful tools available to assist, and below, you can find an example and a template. Minutes should include the decisions made, as well as important information and viewpoints recorded.

In practice, minutes are often used as a checklist so that in subsequent meetings, follow-ups can be made on decisions previously taken. Therefore, it is natural to note in the minutes who is responsible for the tasks decided upon.

You can structure the minutes by using the following points:

1. Header: For example, “Board Meeting October 2023”
2. Date and Location: For example, “October 12, Clubhouse”
3. Attendees: Note who is present and who has sent apologies. Also indicate the secretary and chairperson.
4. Agenda items in bullet points: Indicate who is responsible for which tasks before the next meeting. These can be included in the agenda for the next meeting.
5. Decisions: Describe the decisions made, possibly in a separate section.
6. Tasks: List who is responsible for which tasks before the next meeting. These can be included in the agenda for the next meeting.
7. Next Meeting: End the meeting by agreeing on the date and location for the next meeting, as well as any items for the agenda.

Some Good Advice

• Keep it short and concise: The decisions are what matters most, so they shouldn’t get lost in a cluttered report. If it’s important to include everything participants said about a topic, attach a more detailed report as an appendix.
• Note the responsible parties: Always indicate the name of the person(s) responsible for each task.
• Keep it objective: Write informatively and avoid personal opinions and comments.
• Distribute quickly: Finalize and send the minutes to all board members and participants immediately after the meeting ends.

Practice Makes Perfect

Minutes should be taken for all board meetings, and mastering note-taking techniques may require practice. Therefore, it’s a good idea to have the same person take the minutes each time. Use a minutes template so the secretary doesn’t have to spend time on layout and structure, and can focus on the content.

By following these guidelines, you can ensure that minutes are read and used actively in board work. High-quality minutes contribute to an efficient and productive board, where all decisions and tasks are clearly defined and easy to follow up on.