How to Write Board Meeting Minutes in MS Word
Board meeting minutes can be a legal document, and enforceable for possible legal proceedings. Hence, the meeting minuter must partake with utmost attentiveness, care, and vigilance. Details within his or her meeting minutes must be crisp and clear. If it's your first meeting to do such, or in need of refresher on how to take a good meeting minutes, follow the quick key points below.
1. Review and Prepare
As the meeting minuter, your role begins even before the moment the board meeting takes place. You have to get yourself prepared prior to the board meeting. You particularly must discuss with the board director the outline on certain matters. You need to inquire about the agenda and information of the nature of the meeting. You should also ask for the role of the expected attendees. If there will be guests or special speakers, take note for that. There can even be more you need to be aware of. Have a pre-meeting discussion with your board director and be well-oriented.
You may also grab the previous meeting minutes copy and review it. It can help you know and get some pertinent information that you can use. You can also take a look on its formatting.
2. Confide With a Template
There will be a lot of details you need to structure on your meeting minutes. Even so, with the advent of modern age, serve yourself the convenience of a template so you can just fill in than write in entirety! Generally, these are your relevant notes to include:
- The schedule/date of the board meeting
- The attendance of expected participants
- Motions and rejections taken per agenda
- Actions implemented
- Further steps or items to tackle
- New, uprising business matter
- The date and time for the next meeting
- Adjournment time
These could only be the basic key points to include. It is advisable use an editable template for your further specifics.
3. Write Succinctly
Writing a meeting minutes must generally be in its most succinct form. Though, you may record full coverage on the meeting during the time of the meeting. Yet, jot it down in a comprehensive manner for your official document. Avoid taking verbatim notes nor full dialog sentences. Make your composition brief and clear at all times. Do not hesitate to make use of simple and basic language no matter how corporate your meeting arena is. More so, never consider subjective discussions. Your personal observations will be a remark of your unprofessionalism when included. One safe way to do this is by avoiding as much as possible the use of adjectives and adverbs on your meeting minutes. Write in concise, cohesive, and comprehensive demeanor.
There will always be some factors that can affect a person no matter how professional he or she can be. A board meeting is a form of communicative gathering. Hence, it can be prone to unforeseen distractions and noises. Be confident to clarify things out before leaving the conference room. It's better to raise it immediately than to problem you and the others in the board after the meeting itself.