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Board meeting minutes are a crucial tool for increasing transparency, accountability, and risk reduction. However, the way in which your minutes are recorded can improve their effectiveness or derail their purpose. Poorly written, incorrect, or unclear minutes of meetings could be a problem in the future, if they are ever required for legal reasons. That’s why it’s important to know what information should be included, and what’s best not included.

The date time, place, and location This ensures that the minutes are a true account of the meeting. You’ll want to make note of whether the meeting was a regular, special, or annual.

Summary of the agenda: Include the major points of any reports that were submitted to the board, as well as any alternatives considered for important decisions. It is important to note the outcomes of the decision-making process including any votes that were taken.

Attendance: The same person taking the meeting minutes at every meeting, and also an alternate in case they’re absent will lead to more uniform, clearer minutes. It’s also helpful to use old minutes as templates, so that a new minute-taker gets familiar with the procedure.

Make sure your minutes are factual and avoid emotional drama. Avoid political commentary, disagreements or arguments, or criticisms. Also, you should leave out insignificant chatter, jokes, and current events recaps. It is also essential to record any modifications to the minutes.