How do I take minutes of a board meeting?

Takeaway: You should designate one person up front to take the minutes. Note when the meeting was and where it took place (can be via Zoom), who is in the meeting (and whether anyone joins or leaves), what topics are discussed, and whether any corporate actions were approved by the board.

As a startup grows, a startup’s board of directors may begin holding periodic formal meetings. Recording the minutes of board meetings is a critical part of documenting the discussions and decisions made by the board of directors. Here are some tips on how startups should take minutes of the meetings of their boards of directors.

First and foremost, the minutes should document the key discussions and decisions made by the board, as well as any concerns raised by directors. Startups should designate a specific person to take the minutes (typically the Secretary of the company), and this person should have a clear understanding of the issues being discussed by the board of directors.

Minutes should also be organized and easy to read. The minutes should begin with basic information about the meeting, such as the date, time, and location, as well as a list of attendees. The body of the minutes should be organized by topic, with each decision or discussion point given its own heading. Here is a template for drafting minutes of a board meeting that you can start with.

It's also important for minutes to be objective and unbiased. Minutes should be written in a neutral tone, without any personal opinions or interpretations of the events that occurred. Any decisions made by the board should be clearly stated and documented, including any actions that were taken or tasks that were assigned.

Finally, minutes should be stored in a secure location and made available to all members of the board. They should be treated as confidential documents, and access to them should be restricted to those with a legitimate need to know.

In conclusion, taking minutes of board meetings is a critical part of documenting the decisions made by a startup's board of directors. Minutes should be accurate, thorough, organized, objective, and confidential. By following these guidelines, startups can ensure that their board meetings are properly documented and that decisions made by the board are effectively executed.