Conducting board meetings is a job that requires a keen eye attentive pacing, as well as an awareness of how the time of board members is being spent. To assist in these tasks board management software tools such as a portal for board meetings can assist in the preparation of agendas and other meeting materials before the time of the meeting which makes them more accessible to directors in addition to increasing the number participants during meetings, and enabling board members to review their decisions and guidelines prior to the meeting.
The first step is to clearly communicate the process of making decisions to the board. By clearly stating whether your board will be using consensus, voting, or other methods to make decisions everyone will be aware of what is expected at the time of the meeting. This will help avoid confusion, for instance, if directors bring up an issue that was addressed at a previous meeting.
After the board has settled old business, the board will then move to new items on the agenda. As with all discussion topics, it’s important to respect the rights of other board members to speak. Only one director may speak at a time, and they should wait until they are ready to be called upon by the chair. The chair of the board must supervise the discussion, facilitating discussions and ensuring that all board members are present.
The board votes on the new item of business, and records its decisions in the official meeting minutes. If a member isn’t satisfied with the vote, they may ask to reconsider the decision or the matter be referred to committee for further investigation.
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