How to take better minutes: 5 Tips
Meeting minutes have an image problem, and it’s time to fix it. If you’ve ever groaned at the thought of writing them — or worse, finding them — you’re not alone. But better meeting minutes aren’t just nice to have; they’re essential. They help boards stay accountable, track decisions, and reduce confusion down the road.
Still, too often, minutes are an afterthought. Once approved, they get filed away in a dusty binder, buried in someone’s inbox, or hidden in an impossible-to-navigate share drive. And the role of secretary? It’s usually the hardest board position to fill — because no one wants to take on a task that feels thankless and underused.
But there’s good news: with a few simple changes, your board can create better meeting minutes that are easier to write, easier to read, and far more useful.
Steps to Better Minutes
Better meeting minutes are essential for every board-led organization—condos, HOAs, nonprofits, and charities alike. Not only are minutes mandatory, they form the cornerstone of transparency and accountability. They prove the board met, issues were considered, and decisions were made.
Boards invest significant time and effort into producing minutes and get very little in return. Other than meeting legal requirements, what do we actually do with them? We place no real expectations on our minutes—so it’s no surprise they end up forgotten. But here’s the truth: it’s not the minutes’ fault. It’s ours.
Let’s fix it.
From Chore to Tool: A Transformation
Whether you’re a director, staff member, or recording secretary, you’re doing your duty by producing minutes. But because legislation doesn’t specify the style, format, or content, most boards are left to figure it out on their own.
So the secretary guesses. What should go in? What can be left out? Once the minutes are finally signed, everyone heaves a sigh of relief and moves on.
But what if you could turn your minutes into a living, breathing document?
Better meeting minutes aren’t just possible—they’re powerful. When used well, minutes help boards stay aligned, accountable, and focused. They become part of the board’s story: documenting progress, decisions, and action items in a way that keeps everyone on track. No two organizations are the same, so use that flexibility to your advantage. Create a style and format that works for your team.
Suddenly, the secretary’s job becomes vital, creative—even in demand.
Five Principles for Better Meeting Minutes
1. Precision
Your minutes should be clear and concise. Record who was there, what was discussed, and what was decided. Highlight formal resolutions or motions. Avoid word-for-word transcripts and focus on the essence of the discussion and particularly the decisions made.
2. Timeliness
Get those minutes out quickly. Timely minutes mean accurate minutes—while memories are still fresh and decisions are top of mind.
3. Accuracy
Reflect the meeting faithfully. The minutes should capture decisions made by the board as a group—not individual opinions. Strive for a balanced, fact-based summary that shows how decisions were made.
4. Clarity
Skip the jargon. Use plain language, consistent formatting, and easy-to-read fonts. Organize your content so key information is easy to find and understand.
Technology
Leverage digital tools to make your minutes smarter. With board management software, you can link minutes to supporting documents, tag action items, and track follow-up. Better meeting minutes aren’t just readable—they’re usable.
“Those who cannot remember the past are condemned to repeat it.” — George Santayana
Using tools like board management software can make minutes a valuable asset rather than a mere formality. BoardSpace, for example, offers features that enhance the effectiveness of minutes, integrating them fully into the governance process.
Make Your Minutes Matter
When minutes are treated as a vital resource—not just a checkbox—they can make your board run better. They support good governance, improve follow-through, and make transitions between board members easier.
BoardSpace helps turn your minutes into a powerful governance tool. With built-in features for meeting documentation, decision tracking, and document linking, it’s everything you need to manage your board more effectively.
Ask for a demo to see how BoardSpace brings better meeting minutes to life.
Updated July 2025