The importance of taking minutes at board meetings is often not considered. Minutes are essential because they record all actions and decisions taken at a meeting, or as a legal document. They also assist in enforcing the director and corporate responsibility.
It is therefore essential that the procedure for creating minutes is clearly defined. While there are a range of methods to create minutes, the most efficient method of recording these is to use a device which allows for quick and efficient recording even when the board is in session. This kind of technology can reduce the time it takes to write minutes and can assist in ensuring that all necessary information is captured.
The aim of board minutes is to provide an objective and factual report of the meeting, without making statements or expressing opinions. However this can be a challenge when emotions are high or the board has disagreements. This is why it’s important that the minute-taker be in a position to distinguish their personal views and opinions from those of board members while taking notes.
Bowie suggests that board secretaries adhere to the same format for recording their meeting minutes. This helps keep the process of taking minutes as smooth as possible so that the board can devote more time discussing issues and responding to questions. She suggests that any revisions of the minutes be clearly documented so board members can see whether they have been revised.
