The board meeting is a key occasion for your business to benefit from the knowledge, perspective and influence that Important People on your board bring to the table. If you allow them to be occupied with reading reports, completing formalities and discussing procedural issues your board will leave the meeting with less than they could have.
The most effective board meetings are those that include productive discussions as well as concrete actions. To make your meetings as efficient as possible adhere to these suggestions:
Before your meeting, gain an knowledge of the schedules of your board members. Begin by using a program like Doodle to find the most common open dates in the calendars of your board members. Once you’ve located the most suitable time, reach out to those who manage their own schedules directly and ask them to confirm their availability.
The meeting will begin with brief explanation of the meeting’s focus and the most important input sought. This will include a recap of the highlights from the call prior to the meeting as well as the board’s report.
Give your key department heads and committees the time and space to share important reports and updates. This will keep the board up-to-date and informed. Remember that the board might require a revisit or discussion of topics that weren’t resolved at the previous meeting. It is a good idea to assign one person on your team to ensure the items discussed are followed up after the meeting. The board should also determine any necessary next steps. The what is a written consent agenda decision should be clearly documented in the minutes, along with a deadline and expectation for each item.