A board meeting is the highest level of decision-making and discussion in a business. These meetings are not only used to assess past performance but also to approve plans and strategies for the future. of action. Based on the size of the organization these meetings could be private and confidential, or open to anyone who wants to observe.
The agenda is typically prepared by the executive secretary or management assistant with input from chairman and CEO. It contains information about logistics like the date, time and the location of the meeting. It also includes a summary of the previous minutes as well as the agenda items pending. Before discussing any new issues, it is important that board members review the minutes of the previous meeting and ratify the outcomes.
Long reports and other routine items can quickly drown meetings on the board in details. Make sure to limit the time spent on reports to 25 percent or less than the total time of the meeting. This will make meetings efficient and interesting. For instance, encourage the committee chair and the leader to send a summary of their reporting before the meeting, rather than presenting a detailed account at the boardroom.
It’s also helpful to include a parking spot at the end of your agenda to accommodate any new topics that don’t fit into the top two priorities of the meeting. This will ensure that you don’t end up getting distracted and wasting time during the meeting. Keeping discussions focused on the most pressing issues will yield the best the value of every minute of a board meeting.