Board Meeting Procedures – How to Run a Successful Board Meeting
A well-organized board meeting can be more efficient. When the board's procedure for meeting is transparent and consistent, members are able to focus on strategic matters and the most important issues.
Board members should be informed of the agenda prior to its announcement and have access to all relevant documents. This will ensure that everyone is on the same page and will avoid lengthy surprises.
Board meetings should start with a success tale to energise the room and highlight the accomplishments of the organization. It could be a member's acclaim or employee's acknowledgement, or a milestone project. It can also create confidence and respect among the members.
The board then goes over old business items, which are any unresolved matters from previous meetings. This includes reviewing reports from committees and officers which provide information about the progress of projects and financials. This section should be kept short so that you can have time for other important discussions.
After the board addresses the old business, it is able to move to new business. This is when the board debates possible projects, policies and other initiatives. It is essential for the chair to facilitate discussion and draw out a wide variety of opinions. It is also crucial that they are in a position to be able to agree on the direction of the board, which is why the process for making decisions should be defined and communicated.
It is recommended to establish the time limit for each item on the agenda. A discussion that goes over the allotted amount of time can result in rushed decision making or even a topic that is completely missed. To avoid this, the chair of the board should adhere to the allotted time and be willing to move items around if necessary.