A well-organized board meeting can be more efficient. Board members can focus on the most important issues and strategic decisions if the board’s meeting procedures are clear and consistent.
The board members must be informed prior to the agenda and should have access to any relevant documents. This will ensure that everyone is on the same page and will avoid lengthy surprises.
Board meetings should start with a success tale to stimulate the room and highlight the organization’s accomplishments. It could be a member’s praise or an employee’s appreciation, or an event that has been a success. This could also help to establish the feeling of trust and respect between the board members.
The board reviews the old business items, which include any issues that remain unresolved from previous meetings. This includes reviewing reports from committees and officers that describe the status of projects and financials. This section should be kept short to allow time for other important discussions.
After the board has dealt with the issues with old business, they may proceed to new business. This is when the board discusses potential projects, policies and other initiatives. The chair should facilitate discussion and encourage a variety of opinions. It is also crucial that they are able agree on the direction of the board, so a clear process for decision-making must be established and communicated.
It’s best if you set an amount of time per item on the agenda. Discussions that go over the time allotted can lead to an unplanned decision-making process or a subject being completely ignored. To avoid this, board chairs must adhere to the time allotted and be prepared to discuss topics in the event of need.