A well-structured board meeting can run more smoothly. When the board’s meeting procedure is clear and consistent, members can focus on strategic concerns and the most important issues.
The board members should be informed prior to the agenda and have access to any relevant documents. This will ensure that everyone is on the same page and avoid time-consuming misunderstandings.
Ideally, board meetings begin with a story of success to highlight the organization’s achievements and bring the room to life. This could be a staff acknowledgment, a board award or even a milestone in a project. This could also help to establish the feeling of trust and respect between the members.
The board reviews old business items from previous meetings. This includes reading over reports from committees and officers which describe where the projects are and how they’re doing. This section should be kept brief so that you can have time for other important discussions.
After the board has dealt with the issues with old business, they may proceed to new business. The board will be discussing potential projects, policies and other initiatives. The chair should facilitate discussions and encourage a diversity of opinions. However, it’s equally crucial to be able to reach a consensus on the direction of the board so a clear decision-making procedure should be defined and communicated at this stage.
It is recommended that you establish a specific amount of time for each item on the agenda. Discussions that go over the time allotted can result in rapid decision-making or a topic being ignored. To avoid this, the chair of the board should stick to the allotted time and be prepared to bring items up if needed.
