A well-structured meeting will go more smoothly. Board members can focus on the most important issues and strategic decisions if the meeting procedures of the board are clear and consistent.
Board members must be informed about the agenda prior to its announcement and have access to all relevant documents. This is to ensure that everyone is on the same page and avoids costly surprises.
Ideally, board meetings start with a success story to highlight the organization’s achievements and energize the room. This can be an employee appreciation, a board member award or even a milestone in a project. This could also help to establish confidence and respect among the members.
The board then goes over any older business items that were discussed at previous meetings. This includes reviewing reports from officers and committees which provide information about the progress of projects and finances. It is recommended to keep this portion short so that you can have time for other critical discussions.
After the board has addressed old business, it can move on to new business. The board will be discussing potential projects, policies, and other initiatives. The chair should facilitate discussions and encourage a diversity of opinions. However, it’s equally important to be able to agree on the board’s direction, so a clear and consistent decision-making process must be established and communicated at this time.
It is best to set the time limit per item on the agenda. A discussion that runs over the allotted time could cause rushed decisions or a topic that is important being left unfinished. To avoid this, the chair of the board must adhere to the time limit and be prepared to table items if necessary.