Board meetings are crucial to the overall success of an organization. The board members as well as the leadership team have to exert a lot effort and dedication. How do you conduct your board meeting in a way that is both productive and efficient? The answer lies in thorough planning an organized agenda for the meeting as well as the early distribution of material, smart scheduling, suitable locations and the ease of access to material.
Begin the meeting by introducing the agenda, and extending a warm welcome to all who are present, especially guests or members who are new. Set the tone by stating the purpose of the board’s meetings and clearly describing the process for making decisions. It is also crucial to consider the requirements for quorum as laid out in your governing documents, and ensure that all necessary members are present to legally conduct business.
Talk about the most important agenda items first. This will ensure you give the items enough time to be considered and discussed. This will enable you to have the most stimulating and energizing conversations and also help you stick to your allotted meeting schedule.
Define how you will take decisions during the meeting, whether through consensus or voting. This will ensure that all board members know and can agree on the process of decision-making that is essential to effective decision-making.
Give the board ample time to discuss new, unresolved issues. This is called “new business.” The majority of these will be discussions with the aim of reaching a decision. If, however, you decide that more research is required or that a conclusion cannot be reached at the meeting, it’s helpful to designate a section in the agenda for these topics. These issues can be discussed at subsequent meetings, or through follow-up discussions.