Write the Minutes Correctly

A Guide for Experienced Professionals

Maintain Professionalism in Corporate Governance

In corporate governance, properly recorded meeting minutes serve as a vital resource for ensuring transparency, legal compliance, and strategic decision-making. For professionals responsible for organizing board meetings—whether board secretaries, corporate governance officers, or executive assistants—writing effective minutes is a critical skill.

Meeting minutes document key discussions, decisions, and action items, forming a historical record that can influence future operations. Inaccurate or incomplete minutes can lead to misunderstandings, compliance issues, and legal risks. This guide will provide a detailed approach to writing minutes professionally, from preparation to finalization, ensuring that they meet the highest standards of clarity and accountability.

Why Accurate Minutes Matter

The significance of board meeting minutes extends far beyond simple record-keeping. These documents play an essential role in corporate governance and can have far-reaching implications if not handled correctly.

Legal and Compliance Requirements

In many jurisdictions, accurate meeting minutes are legally mandated, particularly for public companies and regulated industries. They serve as evidence of due diligence in decision-making and may be required during audits, legal proceedings, or compliance reviews.

For example, under corporate governance regulations such as the Sarbanes-Oxley Act (SOX) in the U.S. or the UK Companies Act, minutes must reflect accurate records of board decisions to prevent fraud and mismanagement.

Enhancing Decision Accountability

Meeting minutes ensure that decisions are well-documented, providing a clear reference for why certain actions were taken. This is especially important in cases where decisions are later questioned by shareholders, regulators, or legal entities.

A well-prepared set of minutes should answer:

• What was discussed?
• What decisions were made?
• Who was responsible for follow-ups?
• What was the rationale behind each decision?

Supporting Organizational Continuity

Minutes serve as a long-term record that can guide future boards and executives. Without clear documentation, organizations risk revisiting the same issues or misinterpreting past decisions.

By maintaining a consistent and accessible archive of meeting minutes, organizations can ensure continuity in strategic planning, legal compliance, and operational execution.

Before the Meeting: Laying the Foundation

A structured approach to meeting preparation is essential for producing clear and actionable minutes. Proper preparation helps the minute-taker anticipate key discussion points, align with corporate objectives, and streamline documentation.

Understand the Agenda Thoroughly

The meeting agenda is the foundation upon which minutes are built. A well-structured agenda outlines discussion topics, ensuring that all necessary points are covered in an organized manner.

Key Steps to Preparing the Agenda for Minutes:

1. Review Past Meeting Minutes – Identify unresolved matters or ongoing action items that need follow-up.
2. Identify Key Decision Points – Highlight agenda items that may lead to motions, resolutions, or voting.
3. Clarify Discussion Goals – Determine whether agenda items require information-sharing, discussion, or decision-making.
4. List Expected Attendees – Knowing who will participate can help anticipate areas of expertise and stakeholder concerns.

Clarify Roles and Responsibilities

Understanding responsibilities ensures an efficient workflow for documentation and approval.

Minute-Taker’s Role:

• Capture essential discussions without unnecessary details.
• Document decisions, votes, and action items accurately.
• Maintain neutrality in wording and tone.

Approval Process:

• Typically, the chairperson, CEO, or board of directors must review and approve the minutes.
• Some organizations require legal counsel to verify the accuracy and compliance of meeting minutes.

Select the Right Tools

Using the appropriate tools enhances efficiency and accuracy in minute-taking.

Options to Consider:

• Digital Templates: Pre-formatted templates ensure consistency and save time.
• Recording Devices: If permitted, recordings can serve as a reference for verifying details. However, ensure compliance with privacy laws.
• Meeting Management Software: Platforms like BoardEffect, Diligent, or Microsoft OneNote streamline documentation and distribution.

Structuring the Minutes Correctly

A structured and standardized format ensures clarity, consistency, and easy navigation.

Key Components of Meeting Minutes

1. Basic Meeting Information

• Date, time, and location of the meeting.
• Names of attendees, including whether they were present, absent, or excused.

2. Opening Statements

• Confirmation of a quorum (minimum required attendees for official decisions).
• Approval or amendment of previous meeting minutes.

3. Agenda Discussions

• Brief summaries of key discussions.
• Decisions reached, motions made, and voting outcomes.
• Action items assigned, including responsible parties and deadlines.

4. Closing Statements

• Summary of key takeaways and next steps.
• Adjournment details, including time and date of the next meeting.

Balancing Detail and Brevity

Avoid excessive detail that may confuse readers while ensuring clarity in decision-making records.

Best Practices:

✅ Summarize discussions rather than providing word-for-word transcripts.
✅ Focus on decisions, not dialogue.
✅ Use bullet points and headings to improve readability.
✅ Omit irrelevant details or informal conversations.

Writing Style and Professional Practices

The way minutes are written impacts their effectiveness and credibility.

Objectivity and Neutrality

Minutes should be factual, unbiased, and professional.

🚫 Avoid Subjective Language:

• ❌ "The CFO passionately argued for budget approval."
• ✅ "The CFO presented the budget proposal, which was subsequently approved."

🚫 Avoid Personal Opinions:

• ❌ "This project is a terrible idea."
• ✅ "Concerns were raised regarding the feasibility of the project."

Formatting for Consistency

A clear and consistent format ensures usability.

Recommended Formatting:

• Use bold or underlined section headings.
• Maintain chronological order of discussions.
• Include page numbers and dates for reference.

Confidentiality and Compliance

Sensitive discussions should be recorded with discretion.

Guidelines for Handling Confidential Information:

• Mark confidential sections clearly.
• Avoid direct attributions unless legally required.
• Follow corporate retention policies for document storage.

After the Meeting: Finalizing and Approving Minutes

The finalization process ensures that the minutes accurately reflect discussions and decisions.

Review and Edit for Accuracy

• Compare notes with other attendees to verify key points.
• Ensure all action items have clear assignments and deadlines.

Approval Process

• Circulate draft minutes for review by the chairperson or designated approver.
• Incorporate feedback and finalize.
• Obtain formal approval at the next board meeting.

Distribution and Storage

• Use secure platforms for distribution.
• Archive minutes according to legal and corporate governance policies.

Conclusion: The Role of Excellence in Minute-Taking

Well-written minutes are more than just a formality—they are an essential tool for governance, compliance, and strategic decision-making. By preparing thoroughly, following a structured format, and maintaining professionalism, you ensure that board meetings are well-documented, actionable, and legally sound.

A commitment to excellence in minute-taking demonstrates your professionalism and enhances corporate governance, ensuring that decisions are well-documented and future-ready.

Boardwise's Approach to Meeting Minutes

At Boardwise, we understand the critical role that precise and efficient minute-taking plays in effective board management. Our platform is designed to streamline the entire process, ensuring that your board meetings are organized, productive, and compliant.

Integrated Meeting Management

Boardwise offers a comprehensive solution that integrates all aspects of meeting organization:

• Topic Registration: Facilitate structured and controlled submission of agenda items and associated documents, reducing errors and miscommunications.
• Flexible Scheduling: Easily adjust schedules before and during meetings without the hassle of manual updates, ensuring all participants are informed of changes promptly.
• Microsoft 365 Integration: Operate seamlessly within your existing Microsoft Teams and Office 365 environment, allowing for automatic generation and distribution of agendas and minutes in PDF or Word formats.

Automated Documentation and Compliance

Our platform automates the creation and distribution of meeting documents, ensuring that all stakeholders receive accurate and timely information. With built-in compliance features, Boardwise helps maintain a revision-proof log of all meetings and minutes, supporting accountability and transparency.

Customized Solutions

Recognizing that each organization has unique processes, Boardwise offers customizable software tailored to your specific requirements. This flexibility ensures that our solution aligns perfectly with your governance and operational needs.

Experience Boardwise Firsthand

To discover how Boardwise can enhance your board meeting management and minute-taking processes, we invite you to request a free demo. Experience firsthand how our platform can save time, reduce errors, and improve overall efficiency in your board operations.