The importance of keeping minutes of board meetings is often not considered. Whether they are a legal record or simply an instrument for organization, minutes ensure that all decisions and actions from a meeting are documented. They also assist in enforcing the accountability of directors and corporate officers.
It is crucial that the procedure for creating minutes be clearly defined. Although there are a variety of methods to create minutes, the most efficient method of recording them is using a tool that permits fast and efficient recording when the board is in session. This technology can help reduce the time needed Board Meeting to create minutes, and also ensure that all information is gathered.
The purpose of board minutes of meetings is to give an objective and factual report of the meeting, without being biased or expressing opinions. However it can be difficult when emotions are running high or the board is divided. It is essential that the person taking minutes can separate their own thoughts and observations from the views of the board members as they record their observations.
Bowie suggests that board secretaries follow a consistent format when recording their meeting minutes. This will help keep the minutes-taking process as simple as possible so that the board is able to spend more time discussing issues and asking questions. She recommends that all revisions of the minutes be recorded so board members can see if they have been updated.
