A well-organized board meeting can run more smoothly. Board members can concentrate on critical issues and strategic decisions when the procedures for board meetings are clear and consistent.
The board members should be informed in advance about the agenda and have access to any relevant documents. This will ensure that everyone is on the same page and prevent time-consuming surprises.
Board meetings should begin with a positive story to motivate the audience and highlight the accomplishments of the organization. This could be an employee appreciation, a board member honor or a milestone for a project. It can also help build a sense of trust and respect between the board members.
The board reviews previously discussed business items from previous meetings. This includes reviewing the reports of committees and officers that explain how projects and finances are performing. This section should be kept to a minimum to allow for other important discussions.
After the board takes care of old business, it can shift to new business. This is when the board will discuss potential initiatives, policies, and other initiatives. The chair should facilitate discussions and encourage a diversity of opinions. It is also crucial that they are in a position to be able to agree on the direction of the board, which is why an elucidation of the decision-making process should be defined and communicated.
It is recommended to establish an amount of time per item on the agenda. A discussion that is longer than the time allotted can cause rushed decisions or an important topic being left unfinished. To avoid this, the chair must adhere to the time allotted and be willing to move items around if necessary.
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