How to Conduct Board Meetings Effectively

The manner in which your board conducts its meetings is a significant factor in the productivity and effectiveness of your board. To maximize the impact of every meeting, make sure that everyone on the board is aware of what is expected. This means establishing clear rules for making decisions, ensuring that you adhere to the guidelines for voting, and clearly logging the decisions made with precise minutes.

A productive board meeting starts with a well-planned agenda. Assign time restrictions to each agenda item, and think about using visual tools like countdown timers to assist everyone in managing their time efficiently. Beware of burying agenda items in long reports and updates that bore your board members, and make sure to prioritize the most important issues for discussion at the top of your agenda.

Make clear the way your board makes its decisions: Consensus-based discussions are ideal however, it’s also ok to have a formal vote process when it is necessary. In any case, ensure that everyone is informed of the decision-making process before every meeting, so that there are no surprises.

A good board secretary will ensure that your board meeting is successful. Ensure that the individual who is responsible for taking minutes has sufficient training and is a dedicated member of your board of directors team. Make sure that the secretary of your board is taking notes on all pertinent matters, including details from the reports of the comittee and officer. Then, swiftly and accurately summarize all decisions made during the meeting in the minutes of your board and assign the responsibilities for the items to be followed-up on and actions.

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