Minutes of board meetings are the official record that captures the decisions and actions of the board. They are essential for a variety of reasons, including the legal implications, governance policies, and even accountability. They must be clear, accurate and simple to read.

Making sure your minutes are as clear and concise as you can aid in keeping your attention on the important discussions, decision-making and actions, while avoiding lengthy verbiage. This is particularly beneficial for boards with a limited budget and deadlines that are tight.

The structure or format of your minute books can differ depending on your company’s needs and culture But a few basic aspects are important to take into consideration when drafting notes. These essential elements include:

The date and time of the meeting Note down the time and date of the meeting will assist future readers to understand the events that transpired. It’s also a good idea to note the type (whether regular or special) of meeting.

Content: Check the information in your minutes to ensure that it accurately reflects the events that occurred during the meeting. Find any omissions or errors, and be sure to cross-reference aboutboardroom.com with other documents to make sure that the information is accurate and correct. Verify that all agreed upon actions and tasks to follow-up are recorded in the minutes. This includes any action items or follow-up tasks that were discussed during executive sessions (private or in-camera parts of the meeting that deal with sensitive topics such as allegations of misconduct, personnel matters, or financial issues with the auditor). These conversations should not be included in the minutes of the board meeting but should be recorded in the minutes of the closed session.