Board meetings are crucial for making strategic decisions, setting corporate policies, and more. However, these meetings can also be boring and filled with routine issues that take a lot of time to prepare for. Although it might appear that making a plan for a board meeting the board is just another thing to do board members who are well-prepared can make a lasting impression upon their colleagues on the board.
Start planning board meetings by drafting an agenda that includes time for each item to be discussed. It is beneficial to create the agenda according to a number of hours, which allows enough time to talk about each topic in depth and allow for questions.
The agenda should be sent to board members as soon as it is complete so that they can begin planning. At minimum, a few days before the meeting, distribute the agenda to the board members. Boards that utilize portals can collect and transmit all the documents needed for a meeting by pressing a button.
It is essential to determine how formal or informal your board wishes its meeting to be, because it will have an impact on the structure of your meetings and how you address other members of the board. For instance certain boards employ Robert’s Rules of Order, which is formal and involves calling the other board members by their titles, and address them with “Mr.” or “Madam”. It is crucial to become familiar with the rules regardless of the style you select. This will allow you to not be surprised when you first meet.