The way your board conducts its meetings plays a significant part in the efficiency and productivity of your board. To maximize the effectiveness of every meeting, create and follow clear policies and processes to ensure that all board members are aware of what they must do. This includes establishing clear rules for making decisions, ensuring that you adhere to voting guidelines and clearly documenting decisions using accurate minutes.
A productive board meeting begins with a well-crafted agenda. Consider using visual tools, such as countdown timers or setting time limits for each agenda item in order to ensure everyone is able to manage view website their time effectively. Avoid covering the agenda with lengthy reports and updates that make your board members bored, and prioritize addressing the most important topics to be discussed at the top of your agenda.
Communicate clearly how your board decides. Consensus meetings are ideal but formal voting is acceptable if it is needed. However, you must ensure that everyone is aware of the process used to make decisions prior to every meeting to ensure there are no surprises.
A good board secretary will ensure that your board meeting is a success. You must ensure that the person who takes minutes is properly trained and is a dedicated member of your board of directors. Make sure the board secretary is taking notes on all relevant subjects, including the details from the reports of comittees and officers. Then, quickly and accurately summarize all decisions made during the meeting in your board minutes and assign responsibilities for actions items and follow-ups.