The process of taking minutes at meetings of the board is a crucial job which requires great attention to detail. It is important to have precise and clear minutes of meetings to be able to refer back to them in the future, and to be in compliance with the laws. It can also protect the organization from liability issues that may arise if it isn’t properly recorded.
In order to be a proficient minute-taker, you must have a template that you have prepared before the board meeting gets underway. This will allow you to stay focused and organized the agenda items throughout the meeting. This will allow you to efficiently take notes and ensure that any supplementary materials, such handouts or reports, are included in the minutes of the meeting. It is also a good idea to have a backup option for your note-taking instrument in case you run out of battery or encounter other issues.
It is important to keep a close eye and take notes on the key aspects of each discussion topic when recording the board meeting. If you’re having difficulty getting your thoughts in order, try asking members to pause or repeat themselves so that you can capture their thoughts clearly. Be sure to record the votes in favor and against each motion. Include the names of those who were absent or inadmissible in the minutes.
After the meeting has ended the minute-taker distributes the minutes to all board members. This could be via email, hardcopy or via the board portal software.
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