Get the basics right with DSC’s Key Guides: Minute Taking

For most charities, meetings are where the big decisions get made – but it’s the minutes that prove it. Accurate, timely minute taking is not a bureaucratic extra; it is core to good governance, legal compliance and organisational memory. 

Why minutes matter so much 

Charity law and the Charity Commission’s guidance on meetings make it clear that trustees must be able to show what was decided, by whom, and on what basis. Well‑kept minutes are the record that decisions were properly made, conflicts of interest managed and actions agreed, which is vital if your choices are ever questioned by regulators, funders or beneficiaries. For charitable companies and CIOs, there are also company law and retention requirements to think about, including keeping minutes for a set number of years. 

But beyond the legal requirements, good minutes help people remember not just that something was discussed, but what was decided and who is going to do what by when. That clarity underpins follow‑through between meetings, and stops boards and leadership teams going round in circles. 

The risks of getting it wrong 

When minutes are incomplete, incoherent or endlessly delayed, the impact is felt quickly. Actions get lost, misunderstandings grow and trust in the process – and sometimes in the board – starts to erode. In the worst cases, charities struggle to evidence that key decisions were properly considered, which can create real risk if something later goes wrong or is challenged. 

Minute takers themselves are often thrown in at the deep end, expected to “just get on with it” in fast, complex meetings, sometimes while also taking part. Without guidance or tools, that’s a stressful role to hold – and the organisation pays the price. AI tools can help for sure, but without solid fundamentals in place, incorrectly transcribed and summarised AI minutes can cause more problems than they solve. 

A simple way to raise your game 

DSC’s Key Guides: Minute Taking by Kirsty Semple and Paul Ticher is designed to make this critical job much more manageable. Updated to reflect both online and in‑person meetings, it offers practical, step‑by‑step advice on preparing with the chair, listening for what really needs to be captured, and turning notes into clear, concise minutes that meet legal requirements. You’ll find tried‑and‑tested techniques, examples and creative ideas that help you record decisions and actions without writing a transcript. 

Because it’s short, affordable and easy to read, it works as a day‑to‑day reference for anyone who takes minutes – from trustees and CEOs to administrators and governance leads. Used well, it can improve record keeping across your organisation, support a stronger sense of progress and accountability, and quietly reduce governance and regulatory risk every time your board meets. 

Click here to find out more and buy a copy for your minute taker(s)!