The preparation for a board meeting is a stressful task, since you must deal with multiple stakeholders and meet deadlines. But, by adhering to the pre-defined structure and using the right tools along the way it’s possible to lessen the stress and maximize the experience for all parties involved.
Plan your agenda for board meetings to maximize the time that can be used to discuss and make decisions. Each item on the agenda should have an allotted time limit and a specific goal of either providing information or seeking information or making the necessary information. If discussions diverge from the topic, gently steer conversations back to the agenda and make sure the designated person is taking notes to capture important decisions these details and their outcomes.
It is important to ensure that all attendees are informed about the meeting, including the date, time and location. This can be accomplished with a portal for boards that will automate the process of distribution of these materials.
The meeting should begin with an introduction to all attendees, as well as any guests or special guests. Conduct a roll call to determine if there is a an adequate quorum at the time of the meeting. Re-examine any issues not resolved from the previous meeting, and then approve the minutes.
If you have time left, use this time to discuss new business items or any other items that require a discussion prior to the meeting being ended. It is also a good moment to get rid of any notices about public meetings and replace them with the date for the next meeting along with the time and location.