As the requirements for format, style, and content in the minutes vary depending on the organization and type of meeting, we provide only general recommendations to help get started a board meeting.
The concept of Board minute
The minute is a document in which the course and results of the work of meetings are fixed. Such documents reflect all speeches on the issues under consideration, as well as the decisions made as a result of the discussion. It is also about how to start a Board of Directors. The minutes should be kept by the secretary or another specially appointed person. The minutes of the general meeting are signed by the chairman and the secretary, and the minutes of the meetings of the commissions are signed by all members of the commissions.
The text of the minute consists of two parts: introductory and main. The introductory part indicates the date of the meeting, the names, and the initials of all present. With a large number of people present at the meeting, their list is compiled separately and attached, and the minutes indicate only the total number of people present. This part also provides the agenda of the meeting with a list of issues under consideration. The main part of the minutes is divided into sections that correspond to the agenda items.
The main purpose of the minute is to convey the essence of the meeting, including such details as:
- decisions made (proposals, votes, etc.);
- next planned steps;
- authorized executors;
- identifying and tracking plan items.
The minutes of the boards should be drawn up no later than 3 days after its holding. Minutes may be used to inform (or remind) individuals of the tasks and/or deadlines assigned to them. It should be signed by the chairperson of the meeting, who is responsible for the correctness of drawing up the minutes, and by the secretary of the Board of Directors.
What are the requirements?
According to board minutes best practice, such documents are a statement of the essence of the meeting for its participants and a source of information for those who could not attend. In some cases, minutes of meetings may serve as supporting documents, for example, when the results of meetings have affected the course of other activities or projects within the activities of your organization;
According to the amount of fixed information, there are three types of protocols:
- short (recorded issues, names of speakers, decisions made);
- full (different from short concise presentations of speakers and participants);
- stenographic (literally record the entire course of the meeting).
The minutes of the board meeting indicate:
- name of the document type;
- the sequence number of the protocol;
- name of meetings, conferences, meetings, conferences indicating their nature;
- name of the institution, enterprise or organization where the meeting, meeting, conference took place;
- the date of the meeting, meeting, meeting, which is written below the name of the organization, on the left;
- quantitative composition of participants, which is recorded from a new line. In case of a large number of people present at the meeting, their list is compiled separately and added, and only the total number is noted in the minutes. If the number of participants reaches 10-12 people, then all present are entered in the protocol;
- persons who have submitted a written opinion on the agenda items;
- agenda, ie issues considered at meetings;
- list of annexes to the protocol indicating the number of pages;
- items put to the vote and the results of voting on them;
- decisions taken;
- signatures of the heads of meetings – the chairman and the secretary.