From calling the meeting to order to adjourning when time runs out, putting together the perfect board meeting requires a level of commitment that makes a significant difference. If attendees feel that their time and knowledge is appreciated and valued, the more likely they will be involved in the outcomes of every meeting. Here are some easy tips on how you can get there.
Start the Meeting on Time
Don’t overbook your board meetings, especially when they’re in person. you do not want your attendees to be distracted or feeling like they’re wasting time. It is also helpful to let your attendees look over the board pack or other material prior to the meeting – whether it’s a full board deck or a more digestible Memo/Notion document.
Follow the Agenda
A well-structured structure is the best way to ensure the board meeting will be productive. This means not adding new items to the agenda in advance, requiring the attendees to read through the material prior to the meeting and establishing expectations for each agenda item based on how long it should be discussed. This will help the board meet keep the focus on the main topic and avoid the board from drifting off.
Make sure that every item on the agenda has a clear goal – are you looking for information, getting agreement or deciding? This will keep the board meeting productive by preventing distractions and allowing you focus on the most important issues. The distribution of minutes of the board within 24 hours after each meeting will reinforce the decisions taken and ensure that decisions are taken quickly and effectively.