How to Conduct Board Meetings Effectively

The manner in which your board conducts its meetings is an important aspect in the efficiency and effectiveness of your board. To maximize the impact of every meeting, make sure that all board members are aware of what is expected. This includes establishing and maintaining clear rules for decision making while adhering to the guidelines for voting, and accurately documenting decisions through accurate minute taking.

A productive board meeting starts with a well-planned agenda. Consider using visual tools, such as countdown timers or assigning time limits to board room each agenda item in order to make it easier for everyone to manage time efficiently. Avoid filling your agenda with lengthy reports and updates that will bore your board members, and prioritize the discussion of key issues for discussion at the top of your agenda.

Make clear the process by which your board takes decisions Consensus-based meetings are best however, it’s also acceptable to use a formal voting process when necessary. However, you must ensure that everyone is informed of the decision-making process prior to each meeting so that there aren’t any surprises.

Detailed minutes are a critical component to the success of any board meeting, and a good board secretary is vital. Ensure that the individual who takes minutes has sufficient training and is a committed member of the board of directors. Make sure that the secretary of the board takes notes on every topic relevant to the board and also notes important information from the committee reports and officer reports. After that, promptly and precisely summarize all decisions made during the meeting in your board minutes and assign responsibilities for actions and follow-ups.