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The minutes of board meetings are a crucial instrument to increase transparency, accountability and risk reduction. The way in which your minutes are prepared can determine the quality of your meeting. If they are needed in the future for legal reasons, poor, inaccurate or unclear minutes of board meetings can be a liability. It’s important to understand what information must be included and what should be removed.

The date time, location and date: This information ensures that the minutes are a true report of the meeting. You’ll want to make note of whether the meeting was a regular, special or annual.

Summary of the agenda: Include the major points of any reports that were presented to the board as along with any other alternatives that were that were considered for crucial decisions. You should also note the outcomes of the decision-making process including any votes that were taken.

Attendance: Having one consistent person record minutes at each meeting, and having a backup in case they’re absent and clearer minutes. It is also helpful to use the minutes of previous meetings as templates so that any new person taking the minutes is familiar with how it functions.

Be objective — not the drama of the moment Avoid personal critiques, disagreements or disputes, and political commentary out of your time. You should also remove the nonsense, jokes, and recaps of current events. It’s also important to note any modifications to the minutes.