Beyond your formal minutes from Board meetings, you should also have “action minutes” that capture casual suggestions or observations and turn them into agreed-upon tasks. For example, during the course of a discussion, a Board member might say, “Great idea—we should look into it,” or “Lori’s committee could tackle that project.” Three meetings later, you realize there’s been no follow-up. Or, worse yet, everyone’s forgotten the matter entirely.
Here’s another common occurrence. How often does a Board discussion stay on track from start to finish? The topic may be facilities, but one comment triggers another and soon you’re into a mini-brainstorming session on a completely different matter. Problems, solutions, offers of assistance, and ideas come up—and are lost when you refocus the group on the original topic.
Effective action minutes serve as a “to-do” list. They define the task and who will carry it out, set a deadline, and include any pertinent suggestions for strategy—without stifling the individual’s or committee’s initiative. In short, action minutes turn good intentions into accomplishments.
The “who” of keeping action minutes is almost as important as the “why.” This job should not be added to your regular minute-taker’s duties. The person in charge of action minutes must listen for different elements in the discussion. Also, this individual should have authority, but no direct responsibility for running the meeting. You need the right person for this job.
·The action-minute-taker should be detail-oriented and able to pick out implied tasks from the general dialogue. This person must stay alert throughout the meeting, keeping three questions constantly on his or her mind: Is this an idea worth retaining? Has someone just committed to something? What have we talked about that requires follow-up?
·Because taking action minutes should never interrupt the flow of the discussion, this individual must be able to capture the specifics and identify any “blanks” that need to be filled in. Do we need to clarify who should handle this task? What steps does it include? What’s the deadline?
·This person also must be relentless when it comes to follow-up and deadlines, checking to make sure that each action item is carried through and making adjustments as necessary.
The action-minute-taker’s final responsibility at each meeting is to read these minutes aloud. This gives the Board members an opportunity to react, clarify, refine the assignments and deadlines, and reach consensus.
Because action minutes do not become part of the Board’s official, long-term records, no formal approval is needed. Also, language can be informal—the goal is a quick read. Just make sure that everyone, even members who did not attend, can easily understand what is to be accomplished and how.
Action minutes are designed for quick response. Where formal Board minutes may go through a series of read-and-correct revisions, these minutes should be agreed upon on the spot, then written up and emailed to all Trustees—and anyone else assigned a responsibility—within 24 hours. That way, “action” minutes live up to their name.
Additional ISM resources:
ISM Monthly Update for Trustees Vol. 11 No. 7 Ten Essential Rules for Productive Meetings
ISM Monthly Update for Trustees Vol. 11 No. 3 Use Meeting Summaries to ‘Market’ Your Board
Additional ISM resources for Gold Consortium members:
I&P Vol. 37 No. 14 Action-Oriented Agendas for Successful Board Meetings
I&P Vol. 38 No. 2 Strategic Continuity: The Importance of Board Memory
