How to Conduct Board Meetings Effectively
The manner in which your board conducts its meetings is an important element in the productivity and effectiveness of your board. To maximize the impact of each meeting, ensure that all board members are aware of the expectations. This includes establishing clear rules for decision-making, adhering to the guidelines for voting, and clearly logging the outcomes of meetings with accurate minutes.
An agenda that is well-written is the first step towards a productive board meeting. Give time limits to each agenda item, and look into using visual tools like countdown timers to assist everyone in managing their time efficiently. Avoid filling your agenda with lengthy reports and updates that make your board members bored, and make sure to prioritize the most important issues to be discussed at the top of your agenda.
Make clear how your board makes its decisions. Consensus meetings are ideal but formal voting is also acceptable when it is necessary. In any case, ensure that everyone is aware of the process for making decisions before every meeting, so that there are no surprises.
The precise minutes are an essential aspect of the success of any board meeting and a good board secretary is crucial. You must ensure that the person responsible for taking minutes has adequate training and is a committed member of your board of directors. Ensure the board secretary takes notes on all pertinent topics, including important details from committee and officer reports. Then, you must quickly and accurately review all decisions taken at the meeting and assign responsibility to follow-up and action items.