Board meetings require meticulous preparation to ensure that everyone understands the issues they’ll be discussing as well as the actions to be taken. The following guidelines will help you create a consistent meeting format that maximizes results every time your board is meeting.
In the time before the meeting, it is important to review previous minutes of the last board meeting. Ask each director to bring any documents or reports that should be included on the agenda. Determine the chairperson’s preferences for the presentation and organization of the board books. Some prefer a high level of detail, and others prefer a traditional « dashboard approach ».
It is best to prioritize one or two important agenda items for each meeting to avoid clogging up meetings with lengthy reports or other routine topics. Also, try to not schedule more than 30 minutes per agenda item to ensure you can give each topic enough time.
It’s also beneficial to invite members from outside the board to board meetings so that they can bring new perspectives and fresh ideas. It may cost more to bring in members who are not affiliated with the board but the benefits and perspectives they provide are often worth it.
Not least, include the key decisions made during the meeting. This will allow all directors to clearly identify the key decisions and decide if they agree or disagree. It’s a good idea also to assign department heads for each decision, so they are able to communicate the outcome of the meeting to their teams.
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