Preparing a board-level meeting is a stressful experience with a variety of participants to manage and deadlines to follow. However, by following the pre-defined structure and using the most effective tools it’s possible to lessen the pressure and optimise the experience for all those involved.
Plan your agenda for board meetings to maximize the amount of time available for discussion and decision-making. Each item should have a time limit and a clear objective, such as providing information or seeking out information or obtaining an informed decision. When the discussion veers off-topic gently guide the conversation back to agenda topic. Make sure someone is taking notes so that key decisions and outcomes are recorded.
Make sure that all participants are aware of the meeting date, time, and location. This can be done best by using a board portal that can automate the process of distributing materials.
Introduce everyone who is attending the meeting, including guests and special guests. Make a roll-call to determine if there’s a sufficient quorum for the meeting. Review any business issues that remain unresolved from the previous meeting and approve the minutes.
You can utilize the remaining time to discuss any new business https://board-management.blog/must-have-documents-for-the-board-meeting-preparation or other items that need to be discussed before the meeting is over. This is also a good moment to get rid of any public meeting notices and replace them with the date of the next meeting, time and location.