A successful board meeting requires careful planning, preparation and sharing of agenda items prior to the meeting. It is also important to concentrate on the topics of discussion, and to document decisions and actions clearly. This allows for a productive meeting and a responsible follow-up that helps companies get closer to their goal.
To make your meetings efficient and productive as possible, it’s important to familiarize yourself with each board member’s expertise, preferences, and expectations. This will allow you to modify the agenda and encourage active participation. Knowing each member of the board can help you determine the most efficient times to convene meetings, as well as offer convenient locations and a productive space for discussions.
Prioritizing the most important issues is crucial for efficiency and effectiveness. A general rule of general application is to limit number of issues that will be discussed at any given meeting to two per hour, with the goal of allowing at least 30 minutes for each issue. If your organization is in trouble or is struggling, it’s best to spend more time discussing future plans and hope than to give updates.
All documents (including reports from committees staff reports, committee virtual data room reviews reports, and Board packs, as well as documents that contextualize upcoming decisions) should be accessible and accessible prior to the meeting to ensure Board engagement. Be sure that all these documents are uploaded to your board portal and accessible to the Board before the meeting, and at the meeting.
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