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As commonplace as it is for board secretaries to take nonprofit board meeting minutes, it may surprise you that boards of directors are not legally required to take minutes at all. Taking minutes with board meeting software has become a best practice to support good governance.

While nonprofit board meeting minutes follow a similar format, there is no overarching standard for how to write minutes. The following examples will give you a general idea of how other nonprofits approach taking minutes.

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In addition, the minutes of board meetings serve as guidance for the board as they plan and make strategic decisions. Taking board meeting minutes using a specified format and template also serves as legal protection for the board and the organization.

Unless your organization requires the secretary to type notes at the meeting, they can either type them out or write them longhand. A strong board meeting minutes template can help maintain more structured minutes. The two most important things to know when writing board meeting minutes are what information to record and how to present it.

To take effective meeting minutes, the secretary should include:

Detailing the discussions during a board meeting is as crucial as including the information in the bullets above. For each agenda item, write a short statement of actions taken by the board and a brief explanation of the rationale for the activity. If there are extensive arguments, write a summary of the significant ideas.

When writing board meeting minutes, record discussions objectively and avoid inflammatory remarks and personal observations. A good way to do this is by avoiding adjectives and adverbs whenever possible. Check your language to be sure that it is clear, unambiguous and complete.

As noted earlier, nonprofit board meeting minutes are an official and legal record of the board meeting. In a legal arena, meeting minutes are presumed to be correct and can be legal evidence of the facts they report. Boards have legal liability, so keep information basic and language simple to avoid any legal complications that place the organization at a disadvantage in any legal proceedings. Use names only when recording motions and seconds.

Review the agenda to gain the full scope of the meeting. Add notes for clarification. Review actions, motions, votes and decisions for clarity. Edit the record so the minutes are concise, clear and easy to read.

Always be mindful that the purpose of taking meeting minutes is to reflect the true intentions of the board and that they are an official and legal record. Given the breadth of detail and complexity of the process associated with proper documentation of meeting minutes and learning to take minutes for a board meeting, many organizations find using board portal software helpful. Board portal tools help make this work easier and more efficient, ultimately elevating organizational performance.

The exact format of board meeting minutes varies by the organization, although best practices for governance indicate that all meeting minutes should contain the basic information we bulleted in Step 2 as noted earlier in Taking Board Meeting Minutes: Step by Step.

As noted previously, board meeting minutes serve as legal records in a court of law. Discussions, comments, and direct quotes by board members could someday be taken out of context or be misinterpreted in court hearings. In the event of a lawsuit, the opposing counsel will be looking for weaknesses detailed in board meeting minutes. Too much information can lead to legal risks.

Governance for nonprofits falls under state laws. Each state has its own mandates for registering a nonprofit. In most states, nonprofit boards are required to take and record board meeting minutes. It is best to store meeting minutes with other books and records.

States do not list requirements for how nonprofits must take minutes. Board secretaries routinely rely on best practices for meeting minutes as standard practice for recording meeting minutes properly.

Board meeting minutes should be distributed as soon as possible after the meeting so board members have sufficient time to review them and make corrections before voting to approve them. BoardEffect streamlines the process of getting minutes distributed and approved, as it all happens electronically.

Board secretaries can prepare for meetings by reviewing formats of past meeting minutes and using templates for sample board meeting minutes. Templates will have areas to fill in pertinent information, such as the date, time, and regular agenda items, with flexibility for adding new items. It helps to review formats for nonprofit board meeting minutes that other organizations have used successfully.

Templates and formats are essential tools for board secretaries. Why not use them to take much of the work from recording board minutes? A good rule for minute-takers is recording a statement for every board action to avoid being overly wordy.

Hopefully, your board meeting minutes will never be evidence in a court of law. If they are, however, using these tools, your board can rest assured that the minutes accurately reflect board business.

Meeting minutes are the notes that capture what happened at a meeting! Different than a meeting agenda, it records the decisions made and actions requested by the group. Despite the team, they are not a minute-by-minute record but include the key details that the team will want to know. It's important in meeting minutes to capture information such as:

Minutes are the record of who was there and what happened. They are an important source of information for people who were unable to attend or looking back to reflect on what happened. They're also an incredibly effective tool to notify or remind people of tasks assigned to them or timelines to keep everyone on track.

Real-Time Collaboration - As a cloud-based solution, Notejoy allows you to share your meeting agenda in advance with internal and external collaborators. These collaborators can view, discuss, and comment on meeting agendas as well as view the latest version.

Improved Search and Visibility - With meeting notes and discussion comments documented directly in the agenda, teams can keep details in context and maintain one system of record for everything that happened. Manage who has access to what information, and enable team members old and new to search across past and current meeting content.

Write down the outcomes and decisions that come out of each agenda item, using your meeting agenda as a general outline. At Fellow, we recommend taking notes in bullet point format under each Talking Point in the product.

After the meeting ends, start by cleaning up your meeting minutes to make them as clear as possible. This might include proofreading supplemental context, expanding shorthand, or proofreading so that the notes are as clear as possible. Essentially, imagine a coworker reviewing these notes three months in the future, will they be able to understand what was discussed and the key decisions made? This will help avoid future headaches and misunderstandings.

Then, share your minutes of meeting! An article published by G2 articulates the importance of sending your meeting minutes out as soon as possible:

Since your meeting minutes will serve as a record that will be referred to in the future, minutes need to be stored or filed in a way that is easy to access. This will depend on the preferences of your organization. You could store your meeting minutes in a shared drive using folders or use a meeting agenda software like Fellow, which automatically stores meeting minutes and organizes them by calendar event.

This guide on how to write meeting minutes was prepared by WildApricot to help the volunteers and/or staff of small non-profits and membership organizations who may be new to the task of taking and preparing minutes of meeting for committees or Boards of Directors.

Please note that since the format, style and content requirements for meeting minutes varies depending on the organization and the type of committee or Board, this article offers only general guidelines to help get you started.

Minutes are a tangible record of the meeting for its participants and a source of information for members who were unable to attend. In some cases, meeting minutes can act as a reference point, for example:

A well-planned meeting helps ensure effective meeting minutes. If the Chair and the Secretary or minutes-taker work together to ensure the agenda and meeting are well thought out, it makes minute taking much easier. For example, depending on the meeting structure and the tools you use, the minutes-taker could work with the Chair to create a document format that works as an agenda and minutes outline as well.

Before you share your meeting minutes, make sure that the Chair has reviewed and either revised and/or approved the minutes for circulation. They are not an official record of a meeting unless this has taken place. Depending on your Board, minutes may also be formally approved at the beginning of the next meeting.

Here are some examples of how to write meeting minutes for your own meetings. At the bottom of each meeting minutes sample is a link to download the meeting minutes template for free as a Word Doc, Google Doc, or to use it in Fellow (free meeting management software).

Taking your meeting minutes to the next level is easier than not. In fact, switching to a style of meeting minutes which depends on an agenda and some basic formatting is easier and less stressful than a no-agenda, no-formatting style.

Which means they are also the cure to the lack of focus. Formatted meeting minutes, based on a professionally formatted agenda template, can introduce a high degree of order into a business meeting, and especially over a series of meetings. You can bring a significant amount of focus into regular meetings just by regularly creating a formatted agenda. ff782bc1db