A successful board meeting requires a range of capabilities, ranging from preparation and facilitation of productive discussion to the preparation of material for board meetings. A well-run board meeting should result in actions that are implemented following the meeting to assist in driving forward. The most important factor to success in all these areas is a strong board governance, which encourages a diverse variety of perspectives and facilitates productive discussions, leading to new ideas.
Make an agenda and make sure to share it in advance
An agenda that is well-planned is the basis for an effective board meeting. It is a roadmap for discussion and ensures that all important topics are covered. Board members should be encouraged to look over agendas prior the meeting and suggest any modifications or additions that are required. A clear and concise agenda can assist in keeping the meeting focused, preventing discussions from wandering off topic or becoming lengthy.
Conduct a roll call to determine quorum
Ensure that all relevant board members are able be present at the meeting by ensuring that all requirements for quorum are satisfied. This can be accomplished using a roll call, an online tool, such as Krisp, or the documents governing the board to determine the amount of people needed to conduct business.
Encourage Participation
Participation in productive discussions requires active participation from all participants. It is possible to encourage this by energizing board members to be vocal, reaching out to those who may not be vocal, or by facilitating discussions using tools like SWOT or decision matrixes. It is also crucial to respect and appreciate all opinions regardless of whether or whether they agree with the current ideas of the meeting.