A board meeting is the chance to discuss significant company issues with a variety of experts. They offer a variety of perspectives that are crucial in deciding on strategies that are large-scale or establishing how teams will implement these strategies.
However, the success of a board meeting depends on how well the leader directs discussions and keeps them on track. No matter how energetic or detailed the agenda, when discussions diverge from the topic and the time limit is exceeded, the meeting will be ineffective. It can be a challenge for participants to prepare and participate in a meeting if important documents have not been given in advance.
To maximize the benefits of board meetings begin with a 10 minute recap at the beginning of each meeting that reiterates key points from previous calls prior to meeting and the board’s package. This will help clear board members their minds and keep them focused.
Sidetracked by new topics of discussion can take up valuable time at meetings and divert board members from the more urgent agenda items. Mitigate this by including the “parking lot” item on the agenda to discuss random topics that are worthy of further review but are not prioritised.
Once the agenda is set, it’s important to hear reports from the executive director and any committee or standing reports. It’s also possible to have someone listen to the financial reports if you’re required to discuss them further. After discussion is over, the chair should open up the floor for a vote on each item. Before a vote is called, a motion should be “seconded”.