The way your board conducts its meetings is an important factor in the productivity and effectiveness of your board. To maximize the impact of each meeting, ensure that all board members are aware of what is expected. This includes establishing clear rules for the decision-making process, ensuring that the guidelines for voting, and clearly logging decisions using accurate minutes.
A productive board meeting begins with a well-planned agenda. You might consider using visual tools such as countdown timers, and assigning time limits to each agenda item to assist everyone in managing time effectively. Avoid filling your agenda with long reports and updates that frustrate your board members, and prioritize the discussion of key issues to be discussed at the top of your agenda.
Be clear about how your board decides. Consensus discussions are ideal however, formal voting my sources is also acceptable when necessary. Make sure everyone understands the procedure for making decisions prior to every meeting.
A good board secretary will ensure that your board meeting is successful. Make sure the person who is responsible for taking notes is well-trained and is a committed member of your board. Ensure the board secretary takes notes on all pertinent topics and also notes important information from committee and officer reports. Then, swiftly and accurately summarize all decisions taken at the meeting in your minutes of the board and assign responsibilities for the items to be followed-up on and actions.
