How to Conduct Board Meetings Effectively

The manner in which your board conducts its meetings is a significant factor in the productivity and effectiveness of your board. To maximize the impact of every meeting, ensure board performance that all board members are aware of what is expected. This means that you must establish and maintain clear guidelines for decision making following the guidelines for voting, and accurately documenting decisions by taking precise minutes.

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

Make clear the way your board makes its decisions Consensus-based discussions are the best but it’s also fine to have a formal vote process when necessary. In any case, ensure that everyone is aware of the process used to make decisions prior to each meeting so that there are no surprises.

Detailed minutes are a critical element to the success of any board meeting, and a competent board secretary is vital. You must ensure that the person who takes minutes has the right training and is a committed member of your board of directors team. Be sure that the secretary is taking notes on all pertinent subjects, including the details from the reports of the comittee and officer. Then, quickly and accurately summarize all decisions made during the meeting in your board’s minutes and assign the responsibilities for actions and follow-ups.