The board meetings are essential to the success of any organisation. The board members as well as the leadership team must put in a lot of effort and dedication. How do you conduct an effective board meeting manner that is both productive and efficient? The answer lies in careful preparation with a well-structured agenda early distribution, smart scheduling, appropriate locations, and easy access to materials.
Start the meeting by introducing the agenda and then extending a warm greeting to all present, particularly new members or guests. Establish the tone by stating the objectives of your board’s discussions and clearly describing the process for making decisions. It’s also important to discuss the requirements for quorum as laid out in your governing documents and ensure that all members are present to legally conduct business.
Discuss the most important agenda items first. This will ensure you give the items enough time to be discussed and considered. This will lead to the most stimulating and engaging conversations and help you stick to your allotted meeting schedule.
Explain how you will make decisions during the meeting, whether by consensus or by voting. This will ensure that all board members understand and agree on the decision-making process which is essential to effective decision making.
Make sure you give the board ample time to discuss unresolved or new issues, which is known as “new business.” Typically, these are focused on discussion, with the goal of reaching a decision. If you decide that additional research is required or that a final decision cannot be taken at the time of the meeting, it is advisable to create a section on the agenda. They can be discussed at future meetings or addressed through dedicated follow-up discussions.
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