A board meeting is a crucial opportunity to discuss crucial company issues with a diverse group of experts. They provide a variety of perspectives that are crucial when deciding on big-scale strategies, or defining how teams will be working towards implementing those strategies.
However, the effectiveness of a board session is contingent on how well the leader directs discussions and keeps them on track. Meetings are not effective if they are not on topic and go over time, no matter how energizing the agenda is. It may also be difficult for participants to prepare and participate in a meeting if important documents aren’t prepared in advance.
To maximize the value of board meetings, begin every meeting with a 10-minute recap that repeats key aspects of the previous pre-meetings, as well as the board package. This will help clear the mind of board members and keep their attention on the topic at hand.
Being distracted by new topics of discussion can eat up the time of meetings, and distract board members away from the more urgent agenda items. Include a parking issue on the agenda to allow for random discussions that require further study but aren’t an immediate priority.
Once the agenda is set, it’s important to hear reports from the executive director as well as any standing or committee reports. It’s also beneficial to allow someone to read financial reports however only if they need further discussion. The chair should then allow the floor for voting on each item after the discussion is completed. If a motion is introduced to be considered, it should be “seconded” by a member prior to being put up to vote.
