Follow these general guidelines to ensure that corporate minutes are effective and informative.
1. Date and Time of the Meeting
Start by documenting the date and time of the meeting. Doing so helps a company maintain a complete and accurate record of its business.
2. Names of Meeting Participants
Next, list the names of the attendees. This provides a record of who was present in the event that future questions or disputes arise.
3. Purpose of the Meeting
Include a statement defining the reason for the corporate meeting. This helps any person who reads the corporate minutes later on to understand the context of the discussion that took place.
4. Meeting Notes
Meeting notes provide an accurate written record of what the participants discussed and decided at the meeting. They also record the results of any votes.
5. Action Items
Document any action items to take place, including who is assigned to them, to ensure follow-through and that everyone is accountable for their assigned tasks.
After taking corporate minutes, the corporate secretary should distribute the record to those who should be aware of the information contained therein. This may include shareholders, board members, and senior management. Additionally, the secretary should file the minutes in a corporate records repository to make them easily accessible in the future.