Running the perfect board meeting takes a certain level of intentionality. From putting the meeting into order ai software to manage company secretarial duties to adjourning the meeting when the time has passed the deliberateness will make a big difference. The more attendees feel that their time and knowledge is respected, the more they will be involved in the results of every meeting. Here are some tips to help you get there.
Start the meeting at Time
Be careful not to overbook your board meetings, particularly if you’re meeting in person. It’s not ideal for attendees to feel disengaged or they’re in the wrong place at the wrong time. It’s also beneficial to let your attendees look over the board pack or other documents prior to the meeting, whether it’s a full board deck, or an easier to digest Memo/Notion documents.
Stay on the Agenda
The best method to ensure a successful board meeting is to establish a solid structure in place and adhere to it. It is essential to not add new items to the agenda prior to the meeting, and to require attendees to review the material prior to the meeting, and to set expectations for every item on the agenda based on the length of time it must be discussed. This will ensure that the board meeting stays clear and avoid diverging discussions.
Make sure that each item on the agenda has a clearly defined purpose – are you searching for information, gaining consensus or deciding? This will allow you to keep the board meeting productive by avoiding the board from getting distracted and allows you to focus on the most important issues. Also, making sure that you distribute the minutes of the board within 24hrs of each meeting will strengthen the decisions taken and ensure that actions are taken swiftly and effectively.
