Guidelines for Board Meeting Minute Taking

Minutes have a special place in a number of administrative documents. They are part of a unified system of organizational and administrative board documentation. This article is a visual methodological guide for the preparation of minutes.

Basic principles of the board meeting minutes

The minute of the board meeting is a document that records information about the persons present, the questions raised, the course of the discussion, and the decisions made. Minutes are administrative administrative documents (refer to the subsystem of administrative documentation) that perform managerial and legal functions, and the legal function of the protocol is a priority and comes to the fore. In some cases, such documentary fixation is mandatory and is provided for by law, since the received document is the basis for subsequent actions. At the same time, they represent an important source of information for all persons who did not take part in the meeting and serve as a document for events prescribed by law and important legal transactions.

Usually, minutes are kept during a meeting or drawn up later on the basis of notes made during a meeting, submit abstracts of reports and speeches, certificates, draft decisions, etc. The minutes are drawn up by the secretary of the collegial body or a specially appointed person. The minutes were drawn up outside the meeting, as a rule, are prepared no later than three days after the day of the meeting.

There are three forms of the document:

  • The text reflects only the questions raised and the decisions taken on them;
  • In addition to information on the agenda and voting results, it includes in general terms the opinions expressed and the speeches made;
  • Fully reproduces what was voiced at the meeting.

General rules for the preparation and execution of the minutes

The general algorithm for the preparation and execution of minutes deserves the most careful and detailed study not only by secretaries in charge of office work but also by managers, specialists who organize corporate governance procedures.

The protocol is the main administrative document of collegial management and is almost always drawn up as a multi-page document. Therefore, when drawing up the first sheet of the protocol, it is necessary to use the general form of the organization or enterprise, and if there is no general form, the protocol is drawn upon sheets of A4 paper with the location of the details according to the sample of the general form. If the form for registration of the first sheet of the protocol is not used, the details are usually drawn up in a longitudinal way (along the top margin of the sheet of paper) centered.

The standard form of the protocol includes the following mandatory details:

  • full name of the organization or enterprise;
  • name of the type of document;
  • date; index (in protocols that refer to administrative documents);
  • place of compilation;
  • title;
  • text;
  • signatures.

Additional details of the minutes include:

  • name of the structural unit;
  • stamp of approval;
  • a mark about the presence of applications;
  • place and time of the meeting;
  • surname and initials of the person presiding at the meeting, session;
  • date of signing the protocol;
  • method of voting (open, secret, absentee voting).

A list of the meeting participants is attached to the minutes, on which any members of the committee who may not or only occasionally participate are noted. In order to ensure the formal correctness of the protocol, a form-based version has proven itself.