How to Conduct Board Meetings Effectively
Board meetings are vital to the success of any business. The board members as well as the leadership team have to contribute a lot of effort and commitment. How can you organize an effective board meeting way that is both productive and effective? The answer lies in careful preparation and a well-structured agenda timely distribution, smart scheduling, appropriate locations and simple access to required materials.
Start the meeting by giving an outline of the agenda as well as a warm welcome to everyone in attendance, particularly new members or special guests. Set the tone for the meeting by stating the reason for the discussion and the way in which the decisions will be made. It’s also important to discuss the quorum requirements as stated in your governing documents and ensure that all members are present to legally conduct business.
Talk about the most important board agenda items first. This will ensure that you allow sufficient time for them to be discussed and considered. This will help you to have the most enjoyable and energetic conversations and stick to your meeting schedule.
Define how you will take decisions during the meeting, whether it’s through consensus or by voting. This will help ensure that everyone on the board is aware of and accepts the decision-making process, which is crucial to efficient decision-making.
Give the board ample time to talk about new, unsolved issues. This is called “new business.” These are typically discussions with the intention of achieving a conclusion. If you determine that more research is required or that a final decision cannot be reached at the meeting then it is helpful to include a section on the agenda. These items can be discussed at subsequent meetings, or through follow-up discussions.