The board meeting is an important business meeting, which brings together an organization’s directors. In their capacity as the overseers of a business entity, directors will come together in a board meeting with board meeting minutes for strategic deliberations.
This forum helps them to review the organization’s past performance. They will then endorse any new plan of action and issue guidelines for the support of various growth initiatives. The chairperson of the board presides over the board meeting while the secretary writes the minutes. So how can a secretary of the board write effective board meeting minutes?
Make adequate preparations for the meeting
First, you need to develop a meeting agenda and then distribute it to the directors. Artificial intelligence-powered meeting assistant tools such as Aira can ease sharing your meeting agenda with your directors.
Aira helps not only in the minute writing process but can transcribe your board meeting. It will automatically join your online meetings, listen in, and list all action items. It will then send your board meeting minutes to all your directors at the end of the meeting.
Why is the agenda so important? Most meetings cannot meet their objectives because of poor preparation. To ensure that the boardroom does not fall into chaos during a meeting, sufficient groundwork is vital. First, you need to understand that your directors are a “brain trust”.
They make some of the most challenging decisions for the best interest of your business. To meet this need, they have to have access to all information. They need to be in tune with the meeting’s agenda before D-day.
Prepare the agenda document early so you have enough time to share it with the stakeholders for feedback. The basics of an agenda should include:
- The meeting starting and stopping time
- The names of the participants
- The location of the meeting
- The objective of the meeting, the topics of discussion, and the outcomes that the directors should expect
The final agenda document should have topics in order of importance. All topics should have key points and allocate time for each discussion for time management. The agenda should also outline all the material that the participants need to review before the meeting kicks off.
Enlist their roles and responsibilities in the meeting to keep your minute writing task as smooth as possible.
Use the agenda to write the board meeting minutes
With your agenda at hand, writing effective board meeting minutes will be a walk in the park. You can use the meeting agenda as a template to make the process as straightforward as possible. The secretary should take the meeting minutes as per the format that the board approves.
To ensure that your method of taking notes is consistent with that of the board, review any past minutes for confirmation. One good tip to apply when writing board meeting minutes is the use of an objective voice.
Avoid being caught up in contentious votes or controversies. Avoid arguments and debates that crop up by sticking to the facts. Follow the agenda’s principal topics and document their discussions as the meeting progresses.
Second, remember that board-meeting minutes are legal documents. They can act as official proof of a meeting and its deliberations. You should therefore note important details such as:
- The time, date, and venue of the board meeting
- All attendees in attendance, their titles, and rationale for being part of the forum
- A write up of all motions and the seconds and the outcome
- The director’s decisions and focus
Write meeting minutes that capture the meeting’s events to keep the organization safe from any liability that scant minutes can cause. To make board meeting minute writing more manageable use Aira. This AI meeting assistant is not only a powerful minute taking and transcription tool, but is great for scheduling too.
It will help in the setup of your meeting and share your meeting’s agenda before the meeting to ease the minute writing process for you.
After the meeting, go through the meeting minutes, reviewing the agenda. Using Aira’s records of the meeting, add any notes that can enhance clarification to the topic and agenda. Go through the director’s votes, motions and actions, and review the decisions noted down for clarity.
Make sure that the official record of the meeting is clear, to the point, and legible. Where possible, affix the documents and handouts that were part of the director’s discussions.
Sign, file, and share the minutes
The board meeting minutes are still not official documents of the organization until the board secretary has his signature on them. Some companies may also require the president’s signature on the minutes.
The best practice is to review your organization’s policies, protocols, and bylaws regarding signatures. Share the official board meeting minutes with all directors. A meeting assistant tool like Aira is best suited for sharing minutes and any action points.
The purpose of the board meeting minutes is to display the director’s intentions in a legal and official document. This makes the need to write effective board meeting notes a critical business need. Use the tips above to document the proceedings of the board. Enhance the minute writing process using the best artificial intelligence and machine learning tools.