Making minutes of board meetings is an essential but often neglected aspect of board governance. Minutes are essential because they document all decisions and actions taken during a meeting, either as a legal document. They also help to enforce the accountability of directors and managers.
It is therefore crucial that the process for creating minutes be defined clearly. Although there are a variety of different ways to make minutes, the most effective way to take these is to use a device that permits quick and efficient recording even when the board is in session. This type of technology could cut down on the time it takes to record minutes and help ensure that all necessary information is recorded.
The purpose of board minutes should be to give a fair and objective report of the meeting without expressing opinions or bias. However, this can be challenging when emotions are running high or when the board has disagreements. It is therefore crucial that the person who takes the minutes can distinguish their own thoughts and observations from those of the other members as they take notes.
To aid in this, Bowie recommends that board secretaries use a consistent format for recording the minutes of meetings. This will allow for a more efficient process of the process of recording minutes so that the board can take more time to discuss issues and respond to questions. She recommends that any changes to the minutes be clearly documented so that board members can be sure that they are updated and that they reflect accurate, up-to-date information.