How your board conducts its meetings plays a significant influence on the effectiveness and productivity of your board. To maximize the effectiveness of every meeting, establish and maintain transparent policies and procedures, ensuring that all board members know what they must do. This means that you must establish and maintain clear guidelines for decision making and adhering to the voting guidelines and accurately recording decisions using accurate minutes.
A well-planned agenda is the first step to an effective board meeting. Consider using visual tools, such as countdown timers or setting time limits for each agenda item in order to ensure everyone is able to manage their time effectively. Avoid covering the agenda with long reports and updates that will make your board members bored, and prioritize the discussion of key issues to be discussed at the top of your agenda.
Clearly communicate how your board decides Consensus-based discussions are the best however, it’s also ok to use a formal voting procedure when needed. Make sure everyone understands the procedure of making decisions prior to every meeting.
A good board secretary will ensure that your board meeting is a success. You must ensure that the person responsible for recording minutes has sufficient training and is a committed member of your board of directors team. Ensure the board secretary takes notes on all pertinent topics, including important details from officer and committee reports. Then, swiftly and accurately summarize all decisions made during the meeting in your minutes of the board, and assign responsibilities for the items to be followed-up on and actions.
