Preparing for a board meeting can be a stressful job since you must deal with many stakeholders and stick to deadlines. By adhering to a pre-defined structure and using the right tools along with it, you will minimise the pressure on all participants and maximize the enjoyment.
Plan your agenda for board meetings to maximise the amount of discussion and decision making time you can make available. Each item should have a time limit and a clear objective, such as the gathering of information or obtaining an informed decision. When discussions veer off-topic, gently steer conversations back to the main topic and ensure that an individual is taking notes to document important decisions and their outcomes.
Ensure that all attendees have been notified about the meeting, which includes the date, time and the location. This can be done best with a board portal that automates the process of dispersing materials.
Introduce everyone who is attending the meeting including guests and special guests. Then, conduct a roll call to determine if there’s a quorum present for the meeting to begin. Review any unresolved issues from the previous meeting, and then approve the minutes.
You can utilize the remaining time to discuss any new business or other topics that require discussion before the meeting is over. This is also a good time to eliminate any notices about public meetings and replace them with the date for the next meeting along with the time and location.