Using standard phrases in meeting documentation is not only a time saver – it also creates legal and administrative security for the organisation. By using an established "formula language," you ensure that the information is interpreted correctly by all parties.
Here are the main reasons why standard phrases are so valuable:
1. Clarity and Unambiguity
The meeting minutes often form the basis for important decisions. Standard phrases such as "The board decided that…" or "The matter was tabled until the next meeting" leave no room for misunderstandings. It becomes clear what has happened, who is responsible, and what the next steps are.
2. Efficiency and Recognition
For the reader, the work is made easier when the structure is familiar. If you want to quickly find what was decided on a particular matter, the eye automatically searches for phrases that mark decisions. For the secretary, it also means not having to "reinvent the wheel" on every item, which speeds up the writing process.
3. Professionalism and Objectivity
Minutes should be factual and neutral. Standard phrases help the writer maintain a professional distance from the content. Instead of writing "Lars was very angry and thought that we should…", it is formulated more formally: "Lars expressed a dissenting opinion regarding…". This de-dramatises conflicts and focuses on the matter at hand.
4. Legal and Formal Correctness
Certain types of meetings, such as annual general meetings or board meetings in limited companies, are governed by legal requirements. Using established phrases ensures that the minutes meet the formal requirements:
- Adjustment: "The minutes are reviewed by the chairperson and the appointed reviewer."
- Adjournment: "NN was adjourned to the meeting for item 5."
5. Continuity Over Time
When an organisation changes secretary, it is important that the documentation looks the same historically. By following a template with fixed phrases, a consistent thread is maintained throughout the archive, making it easy for future members to revisit and understand previous decisions.
Related Reading
In Boardeaser, there is a library of prepared standard phrases that can be used directly. There is also the possibility of adding your own standard phrases. Read more about how to manage standard phrases in Boardeaser in the guide Manage and Use Standard Phrases.
Standard phrases can also be used when creating agenda templates. See how to create an agenda template in the guide Create an agenda template