Managing meeting minutes effectively in BoardPro involves several stages, from drafting and editing to finalisation and notification. This article provides an overview of the process and answers common questions related to minute-taking in BoardPro.
Drafting and Adding Meeting Minutes
Can I start taking minutes before the meeting begins?
Yes, you can begin drafting meeting minutes even before the actual meeting starts. If your meeting status is set to "Published Agenda," you are allowed to enter and edit minutes. This feature helps you prepare in advance for your meeting.
What happens if I click 'Close' while drafting minutes? Will I lose my work?
No, you will not lose your work. BoardPro automatically saves your progress while drafting meeting minutes every 5 minutes. If you are editing a minute click 'Save' on the bottom right before closing it. Then you can safely close the window and return later to continue editing.
Editing and Amending Draft Meeting Minutes
At what stage can I edit meeting minutes?
Meeting minutes can be edited during the following stages:
Draft Minutes Stage: This is the initial stage where you begin drafting.
Minutes in Review Stage: After clicking 'Finish Draft Minutes,' the meeting minutes transition to this stage. They remain editable until they are confirmed at a subsequent meeting.
How long can meeting minutes be edited?
The minutes remain editable until they are confirmed in a subsequent meeting. Once confirmed, they become locked and can no longer be amended.
How can I amend draft minutes after they’ve been added to a Board pack?
If the minutes are still in 'Draft' or 'Minutes in Review' status, they can be amended. However, once confirmed at a subsequent meeting, they become locked and uneditable.
Can I change the presenter’s name after drafting minutes?
Yes, if needed, you have two options:
Add a note in the minutes about the presenter change and continue drafting.
Roll back the meeting to the "Published Agenda" stage, update the presenter’s name, republish the agenda, and then return to the minute-taking stage. Note that previously-entered minutes will be saved but greyed out temporarily.
Finalising and Sharing Meeting Minutes
What happens when I click 'Finish Draft Minutes'?
Clicking 'Finish Draft Minutes' transitions the minutes to the 'Minutes in Review' stage. In this stage:
The minutes are still editable.
They are not automatically distributed to attendees or board members; you control when to notify members and share the minutes.
The 'Post Meeting task' windows will open.
Will committee members be automatically notified when I finish drafting minutes?
No, committee members do not receive a notification automatically. You retain control over when and how notifications are sent. To skip sending notifications, you can proceed in the "Post Meeting Tasks" section without sending emails.
Can directors see meeting minutes after I move them to the 'Minutes in Review' stage?
Yes, directors can view the minutes during this stage. However, they will not be notified until you choose to send a notification.
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