Best practices of meeting minutes taking

Meeting minutes are a cornerstone of effective corporate governance, and using the right technology not only saves time but also protects sensitive data

MEETING MINUTES ARE important corporate documents that serve as proof that a meeting was held. They also act as working documents for the board of directors and for subsequent meetings.

According to The Corporate Governance Institute’s lexicon, corporate governance involves real accountability, transparency, and accurate record-keeping, which makes high-quality meeting minutes essential.

The information contained in the minutes is so critical that it becomes a permanent record to reference when making future corporate decisions. For board meeting minutes, their relevance can’t be overstated since they may even be used as legal evidence. Details such as attendees, decisions made, unanimous agreements, oppositions, and other similar actions are essential in legal matters.

With that in mind, let’s look at the best practices for taking meeting minutes and how to create records that are both accurate and practical.

Why accurate minutes matter

Before exploring specific tips, it helps to understand why meeting minutes carry such weight. Well-prepared minutes:

• Provide a clear historical record of decisions, ensuring that new board members or absent participants can quickly catch up.
• Protect the organization in legal disputes by documenting how and when key resolutions were approved.
• Create accountability by noting who is responsible for follow-up actions and deadlines.
• Improve meeting efficiency, since a review of past minutes highlights unresolved issues that need attention.

Because minutes perform these roles, accuracy and consistency are essential. Even small omissions can lead to confusion or misinterpretation later.

Best practices of meeting minutes taking for board meetings

The following tips are some of the best practices involved in the process of taking meeting minutes of any organization whether the meeting is virtual or face-to-face.

1. Choose a tool for taking minutes of the meeting

In choosing a tool for taking the minutes of a meeting, be intentional about what platform you use. You need a tool that captures key points, allows easy editing, and supports quick sharing afterward. A board portal does all of that easily and can be selected as part of your research on how to choose board management software.

2. Prepare a convenient template

A ready-made template helps in making the job easier. After choosing your preferred tool, the next step on how to take minutes at a meeting is to prepare a template that will have all the sections or everything in the table of contents. All you need to do is to fill them out with information rather than typing the headings again.

3. Use a meeting agenda

Prepare the agenda beforehand by reviewing the previous ones. From there you can determine which topics were left untouched and include them in the new agenda. Generally, an agenda prepared before the meeting saves time and makes the meeting a smooth sailing process.

4. Track the attendance 

Attendance in board meetings or any meeting for that matter is essential. You can’t afford to skip them so it’s important to either record the attendance yourself or pass them around for members to jot down their names. You also need to keep track of the attendance, don’t be caught up in the meeting process and forget that new members are just joining, and take down their names.

5. Record only necessary information

You don’t have to quote a member verbatim, only record the main points raised by any member in the course of the meeting. This will save time and capture the relevant matters.

6. Record all motions 

Motions represent the formal actions taken by a board. Record every motion raised, including motions for adjournment or approval of previous minutes, along with the names of those who moved and seconded them. This practice provides proof of collective decision-making.

7. Keep track of the voting results 

In cases where members need to vote, the results of the voting should be recorded for future record purposes since it can affect decision-making in the board.

8. Capture final decisions and action items

Clearly record the final decision on each agenda item and list any action steps with assigned responsibilities and deadlines. Highlighting follow-up tasks in a separate section makes it easier for members to track progress.

9. Add additional notes or comments where necessary 

Occasionally, extra context is useful. For example, if a decision was influenced by a critical report or external development, a short note can clarify why the board acted as it did. These annotations can prevent misunderstandings months or years later.

10. Share the minutes with the attendees 

Minutes are most valuable when distributed quickly, ideally within 24 to 48 hours. Share them with all participants, including those absent, and store them securely in the organization’s records. Timely distribution also allows members to propose corrections while the discussion is still fresh.

Tips for an efficient note-taking process

1. Stay neutral: Record decisions and key points objectively without personal opinions.
2. Listen actively: Focus on understanding the discussion so you can summarize accurately.
3. Use abbreviations wisely: Create a list of common shorthand terms to speed up note-taking, then expand them when finalizing the minutes.
4. Review before sending: Proofread for clarity, grammar, and consistency. Ensure dates, names, and numbers are correct.

Practicing these habits will help the designated secretary or note-taker maintain professionalism and reduce the need for later corrections.

Leveraging technology and board portals

Modern board portal software can transform the process of taking and managing meeting minutes. These platforms provide secure video conferencing, role-based access controls, and automated templates. Many also offer integrated e-signatures, annotations, and audit trails, making it easier to comply with corporate governance requirements.

When choosing a tool, evaluate features such as encryption, user permissions, and compatibility with your organization’s existing systems. The right technology not only saves time but also protects sensitive data.

Conclusion

Meeting minutes are a cornerstone of effective corporate governance. They provide a reliable record of discussions and decisions, help organizations meet legal and regulatory requirements, and hold participants accountable for follow-up actions.

By preparing in advance, using a consistent template, capturing only essential information, and distributing the final document promptly, you ensure that your minutes are accurate and useful to all stakeholders. Pairing these best practices with secure board management software further enhances efficiency and safeguards sensitive information.

FAQ

Who is responsible for taking meeting minutes?

Generally, it is the responsibility of the secretary or a designated note-taker to take meeting minutes.

What should be included in meeting minutes?

Meeting minutes should include the date and time of the meeting, a list of attendees, a summary of the discussions, decisions made, and any action items or follow-up tasks assigned.

How should meeting minutes be distributed?

Meeting minutes should be distributed in a timely manner, ideally within 24-48 hours after the meeting, and should be sent to all participants and any relevant stakeholders.