Minutes are kept at business meetings, negotiations to fix the agreements reached by the parties, or other jointly developed decisions. In this article, we will consider the peculiarities of the board meeting minutes.
The essence of the board meeting minutes
Whether board meeting, securities consultation, or association meeting: writing minutes is mandatory in many cases. But only a few want to voluntarily take on the task of taking minutes. And even some managers wonder why it is always necessary to write a protocol. The minutes are useful for everyone involved.
In the system of organizational and administrative documentation, minutes of meetings have a special status. According to some experts, this is an information and reference document, and according to others, it is an administrative document. Such a divergence of points of view is due to the fact that the protocol, on the one hand, is a way of recording everything that happened during the meeting (and if the implementation of the decision requires specification, allocation of additional resources, clarification of the deadlines, then resolutions, orders are issued on the basis of the protocol or orders), on the other hand, the protocol fixes the decisions made, and in the case of sufficient competence of the body, their presence in the protocol is sufficient – it is not required to additionally issue another administrative document.
The minutes of a board meeting are the primary tool for accountability, a form of institutional memory that allows an organization to work consistently and consciously without fear that someone will suggest their favorite topics or try to “take control” of the meeting. The board must appoint a person responsible for keeping minutes. The minutes record the place and time of the meeting, the composition of those present, the agenda and decisions taken.
The draft protocol is agreed upon and adopted by the members of the board who have the right to vote. Only then can the final approved version be distributed. The conceptual decisions of the board should be collected in one collection, which should be available to the employees of the organization. The head of the company, working with the chairman of the board, is responsible for ensuring that this concept compendium is updated on time.
The best practices the board meeting minutes
The minutes of the board meeting reflect the activities of the joint development and adoption of managerial decisions. As a rule, the meeting is preceded by work on the preparation of:
- the agenda of the meeting and informing the members of the relevant body and other interested parties;
- folloWing the agenda – materials for consideration at the meeting, their distribution to all participants of the meeting for preliminary familiarization;
- meeting rooms, etc.
The minutes of the board meeting is drawn upon standard sheets of A4 paper. Forms on which the first sheet of the protocol is drawn up can be used. The mandatory practices of the protocol comprise:
- name of the organization,
- name of the type of document (PROTOCOL),
- document date,
- registration number,
- the place where the document was drawn up,
- title to the text,
The trace log shows the events in chronological order. Log a project to record the duration of each section and the exact timing of events. Progress logs are common both in team meetings or board meetings and in securities consultations. They are usually written in the present tense and contain indirect speech.