The manner in which your board conducts its meetings is a major factor in the effectiveness and efficiency of your board. To maximize the impact of each meeting, ensure that all board members are aware of the expectations. This means establishing clear rules for making decisions, ensuring that you adhere to voting guidelines and clearly documenting the decisions made with precise minutes.
A well-crafted agenda is the first step in preparing a productive board meeting. Think about using visual tools such as countdown timers and assigning time limits to every agenda item to ensure everyone is able to manage their time effectively. Beware of boring your board members with lengthy reports and updates. Instead, place the most important topics at the top of the agenda.
Make clear how your board decides. Consensus-based discussions are ideal however formal voting is also acceptable when necessary. Whatever you decide to do, ensure that everyone is aware of the process used to make decisions before each meeting so that there aren’t any surprises.
A well-trained board secretary will ensure that your board meeting is successful. Ensure that the individual who is responsible for taking minutes has adequate training and is a committed member of your board of directors team. Make sure the secretary of your board takes notes on every topic relevant to the board and also notes important information from officer and committee reports. Then, promptly and accurately summarize all decisions made at the meeting in your board’s minutes and assign responsibilities to actions and follow-ups.