Making minutes of board meetings is an important yet often overlooked part of board governance. Whether they are an official record, or simply an organizational tool, minutes make sure that all decisions and actions taken during meetings are recorded. They also assist in enforcing director and corporate accountability.
It is therefore essential that the process for creating minutes be clearly defined. There are a variety of ways to record minutes, but the most efficient method is to employ a software that permits quick and efficient recording during the board session. This technology can reduce the time required to make minutes, and guarantee that all data is recorded.
The purpose of meeting minutes should be to provide a factual and objective report of the meeting, without expressing any opinions or bias. However, this can be challenging when emotions are high or when the board is divided. Therefore, it is essential that the person taking the minutes is capable of dissociating their own opinions and observations from the opinions of the board members when they take notes.
Bowie suggests that board secretaries adhere to a consistent format when recording the minutes of meetings. This helps keep the minute-taking process as streamlined as possible, so that the board can devote more time discussing issues and asking questions. She is also recommending that any changes to the minutes are documented so that board members can be sure that they are updated and reflect current and accurate information.
