The successful running of a board meeting requires a range of skills, from the preparation of board materials to the facilitation of productive discussions. A well-run meeting should also lead to actions items that are implemented following the meeting, to help push forward. Effective board governance is the most important factor to success in these areas. It encourages a diversity of perspectives, promotes discussions that result in innovative insights, and fosters productive deliberations.
Make an agenda and communicate it prior to the time.
Effective board meetings begin with a well-prepared agenda that outlines a path for discussion and ensures all critical topics are addressed. Board members should be encouraged to review agendas before the meeting and suggest any changes or additions that are required. A clear and concise agenda can also aid in keeping the meeting on track, preventing discussions from wandering off topic or becoming lengthy.
Conduct a Roll Call to Determine Quorum
Ensure that all board members are able be present at the meeting by making sure that the requirements for quorum are in place. This can be accomplished by using a roll-call system, an online tool, such as Krisp, or the documents that govern the meeting to determine the number of people required to conduct business.
Encourage Participation
Productive discussions require active participation from everyone. It is possible to facilitate this by encouraging board members, reaching out to those who may not be vocal, and by facilitating discussions with tools like SWOT or decision matrixes. It is also important to be respectful and respect every opinion regardless of whether or whether they are in line with the prevailing ideas of the meeting.