Minutes—who needs them? It turns out you do, if you want to keep an accurate record of board meetings and other important company gatherings. Unfortunately, too many companies relegate minute-taking to one person who’s willing to take the task on. Typically, that person dutifully jots down a few notes or uses a form that hasn’t been updated in years. Few companies take minute-taking seriously, and that’s a problem. Here’s why you need good minutes and some tips on getting them right.

They give you an accurate record. Nobody’s memory is perfect, and we’re all busy. There’s no way for anyone to remember everything that happened in a meeting last week, let alone last year. With good minutes, you don’t need a good memory.

They are legal records. Minutes are the legal record of every proceeding at your company. When you get legal counsel on a matter, your lawyer will want to see authentic, verified, and complete minutes.

They prepare you for future meetings: Knowing what was discussed and decided at the previous meeting will help you avoid going over the same ground. If there’s unfinished business from the last meeting, reading the previous minutes will remind you to bring up the issue again.

Robert’s Rules of Order is a classic meeting handbook that corporations, government bodies, legal systems, churches, trade unions, and club meetings around the world use to conduct discussions in an orderly way. The book was originally written by Henry Martyn Robert, a U.S. Army officer who was frustrated by the random, disorganized ways meetings were held. He based his book on the rules used by Congress to deliberate on laws.

The book has gone through many editions since then, but it is still considered the gold standard for holding meetings and for taking accurate minutes.

You can streamline the minute-taking process by using Robert’s Rules each time. Divide your minutes into three sections.

1. Introduction. This should state the time, date, and location of the meeting. It should also state whether the president or CEO and other chief executives are present. If they are not, state who is filling in for them.

2. Body. Use the main body of the meeting to record:
• All main motions introduced and the names of speakers who introduced them
• Final wording of each motion
• Voting results, including counted votes, roll-call, or ballot votes
• Full text of any letter or report the group wants entered into the record
• Mention of any members who were named for being disorderly

3. Conclusion. The last paragraph of your minutes should state what time the meeting ended. The chief executive and the secretary should sign the minutes to verify and authenticate them.

At MeetingResult, we help you hold productive, engaging meetings. With these meeting tips, you’ll have a reliable record of them.