The way your board conducts its meetings is a key factor in the productivity and effectiveness of your board. To maximize the effectiveness of every meeting, establish and maintain clear procedures and policies making sure that all board members know what they are expected to do. This means that you must establish and maintain clear guidelines for decision making and adhering to the voting guidelines and accurately documenting the decisions with precise minutes.
A productive board meeting starts with a well-planned agenda. Consider using visual tools such as countdown timers, and setting time limits for every agenda item to help everyone manage time effectively. Avoid burying the agenda in long reports and updates that frustrate your board members and make sure to prioritize the most important issues to be discussed at the top of your agenda.
Communicate clearly how your board makes its decisions. Consensus meetings are ideal however formal voting is also acceptable when https://www.boardroomate.com/ necessary. In any case, ensure that everyone is aware of the decision-making process prior to each meeting so that there are no surprises.
A well-trained board secretary will ensure that your board meeting is successful. Make sure the person responsible for taking notes is well-trained and a loyal member of your board. Make sure that the secretary of the board takes notes on all pertinent topics and also notes important information from the committee reports and officer reports. Then, quickly and accurately summarize all decisions made during the meeting in the minutes of your board and assign responsibilities for the items to be followed-up on and actions.