Board meetings are a unique opportunity to shape an organization and bring together the brainpower required to navigate turbulent waters and calmer oceans. When done well the board meetings can have a profound impact on the direction of a company. However, without a clear structure and a strict real estate data room discipline, a meeting can quickly become ineffective and frustrating for all those involved.

It is important to begin the meeting early by calling the meeting to order, and discussing any issues of a personal or perfunctory nature. After confirming that a majority has been reached proceed to the next item in the agenda and begin the main discussion. This is where you’ll discuss the major updates to the organisation, the key forks of the road, and the strategies that will guide your company into the future.

If you’re worried about the length of your meetings, cut down on reports and other “have-to’s” by encouraging your officers and committee chairpersons to present short, bullet-point summaries. This will allow more time to spend on strategic discussions and ensures that your guests aren’t distracted or bored from lengthy conversations.

All relevant documents should be sent to your attendees prior to the meeting (committee and staff reports, Board packs, and any contextualising documents). This will reduce time spent during the meeting and will encourage participants to prepare prior to the meeting. As the meeting begins begin by addressing any follow up questions or clarifications arising from the material you read beforehand and then jump straight into the most important discussions.