How to Conduct Board Meetings Effectively
The manner in which your board conducts its meetings is an important element in the productivity and efficiency of your board. To maximize the impact of every meeting, create and follow clear procedures and policies to ensure that all board members understand what is expected from them. This means that you must establish and maintain clear rules for decision-making, adhering to voting guidelines and accurately documenting the decisions using accurate minutes.
A productive board meeting begins with a well-planned agenda. Make time limitations for each agenda item, and look into using visual tools such as countdown timers to enable everyone to manage their time effectively. Avoid covering the agenda with long reports and updates that bore your board members, and prioritize addressing the most important topics to be discussed at the top of your agenda.
Make clear the process by which your board takes decisions Consensus-based meetings are best, but it’s also okay to use a formal voting process when necessary. However, you must ensure that everyone is informed of the decision-making process prior to each meeting so that there are no surprises.
A good board secretary will ensure that your board meeting is a success. Ensure that the individual responsible for taking minutes has adequate training and is a committed member of the board of directors. Be sure that the secretary is taking notes on all pertinent topics, including details from the reports of comittees and officers. After that, promptly and precisely summarize all decisions taken at the meeting in your minutes of the board and assign responsibilities for actions and follow-ups.
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