Meeting minutes are written records of matters discussed during a meeting. These minutes should cover all key issues discussed, motions proposed or voted on, and activities to be undertaken by the said organisation. Meeting minutes must provide an accurate account and record of what was said and what transpired at the said meeting.
The level of detail in the meeting minutes can vary depending on the organization’s specific requirements and legal obligations. While there is no universal rule that says minutes should be verbatim or not, it’s generally not necessary or practical to record every single word spoken during a board meeting. Instead, minutes typically must capture the essence of what was being conveyed during the meeting, key decisions, actions, and discussions.
Here are a few factors to consider when deciding how detailed your meeting minutes should be:
1. Familiarize yourself with any legal or regulatory requirements specific to your jurisdiction or industry. Some jurisdictions may have specific rules about what should be included in board meeting minutes.
2. Understand your organization’s internal policies or bylaws regarding the content and level of detail required in meeting minutes. These policies may vary from one organization to another.
3. Consider the primary purpose of the minutes. Minutes generally serve as an official record of decisions, actions, and resolutions made during a meeting. They should provide sufficient information to reflect the board’s deliberations and ensure transparency, but they don’t necessarily need to capture every word spoken.
4. While minutes should accurately reflect the discussions and decisions, they should also be concise and easily understandable. Verbatim transcripts can be lengthy, time-consuming to create, and difficult to review. Summarizing the key points and outcomes of discussions can make minutes more accessible and easier to reference.
5. Including contextual details, such as the rationale behind decisions, major concerns raised, and any significant discussion points, can provide useful background information and context for future reference.
While verbatim minutes are not typically necessary or practical, the level of detail in board meeting minutes should strike a balance between providing an accurate record of the meeting and ensuring clarity and conciseness. Which is why it is of utmost importance that the draft meeting of minutes be checked and approved by members attending the said meeting.