If you are like most administrative professionals, taking minutes is one of the least popular tasks. But knowing why you need to take minutes might give you a better understanding of why you should get good at taking them. They are important, and you want to be known as someone who can handle the job!
1. Legal and Compliance Requirements
In many industries, keeping accurate minutes is not just a best practice—it’s a legal requirement. Regulatory bodies and laws, such as the Sarbanes-Oxley Act (US example) for publicly traded companies, mandate proper documentation of board meetings and key decisions.
Example: A publicly traded company records the approval of its annual budget during a board meeting. The minutes detail the discussion, who voted, and the final resolution, serving as proof of compliance during an audit.
2. Clear Record of Decisions
Meeting minutes capture the who, what, when, where, and why of decisions made during meetings. This creates a formal record that ensures all participants have a shared understanding of outcomes and agreed-upon actions.
Example: A project team discusses and decides to launch a new marketing campaign on a specific date. The minutes outline the campaign details, the agreed timeline, and the assigned responsibilities, ensuring alignment among all stakeholders. This gives us a clear record and helps with accountability, which is the next point.
3. Accountability and Follow-Through
Minutes are a powerful tool for driving accountability. Documenting assigned tasks, deadlines, and responsible parties provides a reference point for tracking progress. When minutes are distributed promptly after a meeting, they serve as a reminder of commitments, hopefully avoiding tasks falling through the cracks.
Example: During a meeting, the team agrees that the IT department will implement new software by the end of the quarter. The minutes specify the task, the deadline, and the IT manager’s responsibility, creating a clear expectation for follow-through.
4. Historical Reference
We need to document for historical context. It isn’t reasonable that you won’t have staff changes or memory lapses over time. We can rely on minutes to provide historical context for future decisions. Minutes are a written history of a company’s progress, challenges, and strategic pivots.
Example: Imagine your company has mandated you to come into the office three days per week. In the future (say five years), someone might wonder why we asked for three instead of all working remotely. We can look back at the team’s thinking to understand the rationale and circumstances that led to the original decision.
5. Enhancing Communication
If someone can’t attend the meeting, the minutes can update them on what they missed. Whether an executive missed a board discussion or a team member was unavailable for a project update, minutes ensure everyone stays informed. This fosters collaboration and minimizes the risk of key stakeholders being left out of the loop.
Example: A manager wouldn’t need to schedule their vacation days around the pre-scheduled leadership meetings. If they are on vacation, they can read the minutes to catch up on discussions about specifics such as budget reallocations and upcoming hiring plans.
6. Risk Mitigation
Accurate meeting minutes can protect organizations in legal disputes or internal conflicts. If a decision is challenged later, well-documented minutes can demonstrate that the decision was made appropriately and with the necessary approvals. This can help shield the company from liability and ensure that governance practices stand up to scrutiny.
Example: A vendor disputes the terms of a contract after a meeting. The company’s minutes show the specific terms agreed upon and confirm the vendor’s acknowledgment during the discussion.
7. Professionalism and Credibility
Well-prepared minutes reflect professionalism and attention to detail, qualities that enhance a company’s internal and external reputation. For administrative professionals, producing high-quality minutes is an opportunity to demonstrate their value and expertise, contributing to the organization’s smooth operation.
Example: I hope you have examples where someone on your team appreciates the clear and concise minutes you created.
Meeting minutes are much more than a mere administrative formality and a dreaded task. They are a cornerstone of effective governance, clear Communication, and organizational success. Ensuring that minutes are accurate, timely, and thorough is vital in supporting their companies’ strategic goals and operational integrity.