How to Conduct Board Meetings Effectively

The way your board conducts its meetings is a key element in the productivity and efficiency of your board. To maximize the impact of every meeting, ensure that all board members are aware of what is expected. This includes establishing clear rules for decision-making, upholding the guidelines for voting, and clearly logging the outcomes of meetings with accurate minutes.

An agenda that is well-written is the first step to a productive board meeting. You might consider using visual tools such as countdown timers and assigning time limits to each agenda item in order to assist everyone in managing time effectively. Avoid covering the agenda with long reports and updates that make your board members bored, and prioritize addressing the most important topics for discussion at the top of your agenda.

Inform your board members of the manner in which it decides. Consensus-based discussions are the best however formal voting is acceptable if it is needed. Either way, make sure everyone is aware of the process for making decisions prior to every meeting to ensure there aren’t any surprises.

Detailed minutes are a critical component to the success of any board meeting and a well-trained board secretary is vital. Make sure the person responsible for taking notes is properly trained and a dedicated member of your board. Make sure the board secretary is noting all pertinent topics, including details from comittee and officer reports. Then, quickly and accurately summarize all decisions made during the meeting in the minutes of your board and assign the responsibilities for action items and follow-ups.

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