16 Meeting Minutes Best Practices To Streamline Your Processes

Meetings are the catalyst for strategic planning and transformative decision-making. However, their true productivity hinges on the accuracy of minutes — a detailed account of what happened.

Meeting minutes serve as the official record of decisions made and actions approved and assigned. They are a crucial reference point for all participants. When taken accurately, these records ensure clarity and accountability. They prevent misunderstandings and keep businesses aligned with their goals.

Optimising minute taking empowers organisations to make informed decisions. Without precision, you increase the risk of losing valuable insights and derailing projects. This article shares meeting minutes best practices to ensure accurate and actionable records.

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How to structure your meeting minutes

Here is how you should structure your meeting minutes for clarity and completeness:

SectionDetails
Header informationInclude the meeting title, date, time and location. List the attendees and their roles, absentees, the chair and the minute taker for context.
Call to orderNote the exact time the meeting was called to order. Capture any opening remarks made by the chairperson.
Approval of previous minutesRecord the review and approval process of the previous meeting’s minutes. Include any corrections or amendments made.
Agenda itemsSummarise key discussion points, decisions made and action items for each agenda topic. Specify who is responsible for each task, the deadlines and the time each item was discussed.
New businessDocument any additional topics or issues introduced during the meeting. Specify the corresponding action items, assignees and deadlines.
Next meetingConfirm and record the date, time and location of the next meeting. Outline any known agenda items if available.
AdjournmentState the time the meeting was adjourned and capture any closing remarks made by the chair.
SignaturesProvide spaces for the minute taker and chairperson (or other approving authority) to sign and date the minutes, validating the document.
AttachmentsInclude or reference any supplementary documents distributed, discussed or needing attachment to the minutes for context or follow-up. Provide a brief index or summary of each attachment.
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Meeting minutes best practices: Before the meeting

Prepare thoroughly before the meeting to optimise your minute taking process. Here are some of the best practices to follow prior to meetings.

Review the agenda of the board meeting

Familiarising yourself with the agenda allows you to anticipate the flow of the meeting. Carefully review the agenda items to understand the discussion topics and their order. This mentally prepares you to capture key points effectively. It also helps in formatting your minutes properly and ensuring no topic is overlooked.

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Identify key participants

Each participant has a specific role to fill, whether they are the meeting leader, a key decision maker or the timekeeper. Identifying these roles helps accurately capture and attribute comments, decisions and action items. It’s easier to note contributions and keep the meeting on track when you know the key participants.

Review past minutes

Glean the minutes from the previous meeting to spot any pending issues or action items. Send them for corrections and approval before your meeting starts to save significant time.

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Obtain copies of all reports

Maintain copies of all reports and documents to be discussed during the meeting. This includes financial reports, project updates and performance reviews. Having these documents on hand allows you to reference specific information accurately during discussions.

Meeting minutes best practices: During the meeting

It is essential for the minute taker to stay engaged throughout the meeting. Pay close attention to capture the exact context and decisions made. Follow these minute taking best practices during meetings.

Check off attendees as they join

Start your minutes by recording who is present. As attendees join the meeting, check off their names on your list. This practice makes the formal attendance call quicker and allows you to notice if someone is missing. 

Document decisions and action items

Your primary focus should be on recording the decisions made and the action items assigned. Decisions are the core outcomes of the meeting, so it is important to be precise in how you record them. Mention what was agreed upon, the discussions that preceded it and the rationale behind the decision.  

Action items are the tasks that need to be carried out as a result of the decisions made. Briefly define each task, record the members responsible for it and specify deadlines. Add context and progress review details, and note if any item depends on another task.

Ask for clarification if necessary

If any point of discussion is unclear to you, do not hesitate to ask for an explanation during the meeting. It is important to have a good understanding of all discussions to keep accurate minutes. Clarify points on the spot to prevent errors or omissions in the final record.

Ensure accuracy and completeness

Accurate meeting minutes are vital for reminding everyone of their duties and ensuring accountability. Pay close attention to what is being said and refer to the agenda items to ensure no point is overlooked. Recheck all critical points discussed at the end, including decisions and follow-up actions.

Do not try to capture it all

While it might be tempting to document each word, it can make your minutes difficult to navigate. Focus on summarising key points, decisions and action items instead of writing them verbatim. Avoid documenting off-topic or off-record remarks. Break down conversations into their core elements to create minutes that are easy to digest.

Handle sensitive information

Sensitive information may be discussed during the meeting. You can ensure discretion by summarising such discussions without revealing specific details. Include sensitive details only if they are vital for accuracy and context and you can guarantee the document’s secure handling.

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Meeting minutes best practices: After the meeting

Effective post-meeting practices help maintain record integrity and enable smooth follow-ups. Use these tips to save time managing your minutes.

Review and edit notes as soon as possible

Review and edit your notes while the discussion is still fresh in your mind. Correct any errors, clarify ambiguous points and ensure that all key decisions and action items are noted down accurately.

Distribute minutes promptly

Aim to distribute the minutes to all participants within 24-48 hours of the meeting. Prompt distribution enables timely follow-ups and allows members to address discrepancies and provide additional input while the details are still fresh.

Store minutes for future reference

Organise and store the minutes in a secure and accessible location for future reference. This could be a physical filing cabinet, a shared drive, a document management system or a board portal, depending on your company’s practices. Only authorised personnel should have access to the record and it should be easy to retrieve for audits or future reference.

Follow up on action items

Track and monitor the progress of action items. Set reminders to manage deadlines and ensure accountability. Check in with responsible members to ensure tasks are completed as assigned.

Handle corrections and amendments

Address any requested corrections or amendments to the minutes promptly. Review changes, update the minutes accordingly and distribute them to relevant members.

Robert’s Rules of Order for approval of minutes

According to Robert’s Rules of Order, the approval of minutes follows this process:

  • When the meeting starts, the chair asks the secretary to read the previous meeting’s minutes.
  • After the reading, the chair asks the members if there are any corrections to the minutes.
  • If a member proposes a correction, the chair asks if anyone objects. If there are no objections, the minutes are corrected without a formal vote. If there is an objection, the correction is put to a vote.
  • The chair then states, ‘If there are no further corrections, the minutes are approved as read/corrected.’
  • The secretary then records the approval, making the minutes a part of the official record.

Common mistakes to avoid

  • Failure to document a quorum: The presence of a quorum is essential to validate the meeting’s proceedings. Without recording that a quorum was present, decisions made will not hold legal precedence in most jurisdictions.
  • Ambiguous description of board actions: Vague language can lead to confusion about decisions and their implications. Be specific while recording action items to avoid setbacks in execution.
  • Including sensitive information: Avoid including sensitive information that could harm the board legally. Steer clear of commentary that could be misinterpreted and used against the board in a legal context.
  • Lengthy delays in providing and approving minutes: Delays in providing minutes or in approving the previous ones can create problems. Timely distribution and approval are crucial for keeping all members informed. It ensures prompt implementation of decisions and helps maintain a smooth workflow.
  • Failing to file and manage documents properly: Proper document filing and management are equally important. Failure to organise and store minutes correctly can lead to legal disputes and audit issues.
  • Failing to get documents signed: Unsigned documents cannot serve as an official and legal record. Ensuring that all documents are signed is vital for establishing the authenticity of the decisions made.

FAQ

Who should take minutes at a board meeting?

Typically, the board secretary is responsible for taking minutes. However, another appointed board or staff member may also perform this task.

How do boards approve minutes at a board meeting?

Here are the steps for approving minutes at board meetings:

  • Reviewing the draft minutes
  • Making the necessary corrections or amendments
  • Confirming that all key decisions and action items are accurately recorded
  • Formally adopting the minutes as part of the official record, often by unanimous consent.

How detailed should meeting minutes be?

Meeting minutes should be detailed enough to record key decisions, actions and motions while avoiding off-topic comments or personal opinions.

What is the difference between minutes for formal and informal meetings?

Formal meeting minutes are more structured and lengthy. They capture motions, votes, official decisions and action items in detail. Informal minutes are less detailed, lack a precise order and only focus on capturing key points of the meeting.

What is the difference between open and closed session minutes?

Open session minutes are accessible to the public, while closed session minutes are confidential and pertain to sensitive matters. Open session minutes are recorded by the secretary, whereas closed session minutes may be recorded by a designated confidential secretary or a participant in the session.

Conclusion

By following these meeting minutes best practices, you can create clear, concise records that ensure accountability and speed up decision-making. Accurate minutes empower your team to stay aligned with their objectives and improve overall productivity. 

If you want to elevate your meeting process as a whole, try iBabs. It is a board portal that allows you to create and export the minutes without having to do additional formatting. Members can edit and approve them directly in the cloud, saving valuable meeting time. To learn more about iBabs, request a demo for your business today.

References and further reading

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Date:
1 October 2024
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