Taking accurate meeting minutes at a board meeting like in an MLM software company is a crucial and rewarding task. Board meeting minutes are more than just a summary of the board’s deliberations; they also serve as an official and legal record of the meeting. Minutes are used for a variety of purposes, including documenting progress, laying out future objectives, and providing as a point of reference. Your meeting minutes should include a record of motions, votes, and abstentions, among other things. When it comes to documenting effective minutes for a meeting, you’ll essentially have four stages to follow as a secretary. You’ll have to spend some time planning ahead of time, taking notes during the meeting, and writing a formal report afterwards even if we are under this Covid-19 pandemic. You’ll also be in charge of filing and disseminating meeting minutes.
- Preparing ahead of time
Effective meeting minutes, like everything else in business, necessitate some forethought ahead of time. It’s a good idea to have a discussion about the format that you’ll be using to take meeting minutes before you start looking at the agenda. Clarifying meeting minutes expectations with the president or any other familiar counterpart will give you a lot more confidence when it comes to drafting the minutes. Making sure you have a well-thought-out meeting agenda will help you transcribe your meeting in a timely and organised manner.
- Taking minutes at a board meeting
Unless your company requires you to type notes during meetings, you have the option of typing them or writing them longhand. You can keep more structured minutes by using a strong meeting minutes template. When learning how to take minutes at a board meeting, the two most important things to remember are what information to record and how to present it. Write a concise statement of each action made by the board for each agenda item, along with a brief explanation of the rationale for their choice. If the arguments are lengthy, write a brief summary of the main points. Avoid aggressive remarks and personal opinions when recording discussions. Avoiding adjectives and adverbs wherever feasible is an excellent approach to do this. Make sure your language is precise, straightforward, and comprehensive.
- Creating the official minutes of board meetings
Examine the agenda to learn about the meeting’s entire scope. Notes should be added for clarification. Check for clarity in acts, motions, votes, and decisions. Edit the minutes to make them succinct, clear, and easy to read. Rather than summarising the contents in the minutes, attach meeting handouts and documents that were referred to during the meeting to the final copy.
- Proofreading carefully
Check that all names are spelt correctly, that the meeting date is right, and that the minutes are legible. When you first hear an acronym, spell it out. Remember that the notes may be reviewed by people who are unfamiliar with the acronyms. Keep your headings, punctuation, and layout consistent. The minutes should be professional and polished.
- Organising your files carefully
Because minutes are a legal document, they should be filed with caution. Check that the document’s file name matches the file names of previously filed minutes. Members of the organisation may want to reread previous minutes on occasion.