A board meeting is a crucial time to discuss critical company issues with a diverse group of experts. They provide a variety of perspectives which are essential when deciding on big-scale strategies, or defining how teams will implement these strategies.
The effectiveness of a gathering depends on the way in which the leadership ensures that discussions are on the right track and guides them. No matter how energetic or detailed the agenda, when discussions drift off topic and go on for too long, meetings aren’t effective. It can be a challenge for participants to plan and participate if important documents are not given prior to the meeting.
To maximize the benefits of board meetings start with a 10 minute recap at the beginning of each meeting. This summarizes key information from prior calls prior to the meeting and the board’s agenda. This will help clear the board members’ 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. Include a parking lot item on the agenda to allow for random topics of discussion that might require further discussion but aren’t an immediate priority.
Once the agenda is established, it is crucial to listen to the reports of the executive director as well as any standing or committees. You may also ask someone to read the financial reports if you need to discuss them further. The chair should then open the floor for a vote on each item after the discussion has ended. Before a vote can be called, a motion must be “seconded”.