How to Create Board Meeting Minutes in Google Docs
Board meetings can't go smoothly without someone taking the minutes. Someone has to record every agenda tackled in the meetings. Creating board meeting minutes is now easy through Google Docs. Read our tips below to know how.
1. Note the Time, Date, and Venue
The most important part of the meeting minutes is the basic information, such as the time, date, and venue of the meeting. Take note of this information and put it at the top part of the minutes. You can also specify that an invitation was sent through email for all the attendees.
2. List the Attendees
Take note of the attendees in the meeting. You also have to note who filled in a particular employee in case of absence. Some reasons for the attendee's absences are prior appointment and meetings with other departments. The number of attendees are important for keeping records that can be used in the future.
3. Write Agenda
Write down the agenda in the simplest and shortest sentences. You can do it in an outline format, so the readers will understand the agenda easily. You don't have to go into detail on who said a particular suggestion. Focus on the results of the discussion rather than the actual quotes.
4. Sum Up Points
Summarize all the points in your meeting, so the attendees can understand the agenda better. Make a list of these points in short sentences. You can also record the duration of the meeting and the time each agenda was tackled.
5. Include Notes
Take note of the time that the meeting was adjourned. Add some reminders about the upcoming events in the meeting minutes. As always, don't forget to proofread your document to spot and correct errors. Have the minutes signed by the presider of the meeting.
What are the purposes of meeting minutes?
Meeting minutes serve the following purposes:
1. A record of what was agreed on in the meeting.
2. A record of actions taken by the board regarding a certain matter.
3. A record of who voted positively or negatively toward an action.
Does the minutes taker have to write the minutes perfectly?
The minutes taker of the meeting can make a first draft of the minutes and rewrite it with correct grammar and spelling later on. The meeting minutes don't have to be perfect on the spot.
What should not be included in a board meeting minutes?
The comments of the attendees on a certain matter shouldn't be included in the board meeting minutes. The minutes taker should only specify the agenda being talked about, suggestions given, number of positive and negative votes, and the result of the discussion.
How many pages do meeting minutes have?
Meeting minutes typically have one to two pages. Sometimes, the length of meeting minutes depends on the duration of the meeting and the number of topics tackled.
How many minutes taker does a board meeting have?
A board meeting has only one minutes taker for the whole session. Board meeting minutes always come in bullet or list format.