A well-organized board meeting ensures that meetings run smoothly and all topics of discussion are discussed. This lets the board make informed decisions. A successful and dynamic board meeting demands that attendees feel their time and expertise is respected, in addition to ensuring that they are actively involved in discussions. A few simple steps can help to achieve this, ranging from setting clear agendas before the meeting to ensuring that the chairperson encourages participation from all members, and employs methods that encourage respectful debate.
The first step in organizing a productive board meeting is having an agenda for the board that clearly details the old business that requires review as well as the new business on the table for debate and which committees will be presenting. This will stop the meeting from becoming too long and also allows directors to prepare thoroughly ahead by reviewing reports and attending any meetings prior to the meeting which may be required.
It is essential that board members are provided with an organized board pack prior to the meeting to allow them to take in reports and outcomes, read through minutes from previous meetings and prepare for the upcoming meeting. This will allow the chairman to focus the discussion back to relevant and pertinent topics and not be required to spend time updating everyone on the contents of the pack.
It is important to keep the board meeting active. This can be accomplished by opening the meeting with the right tone, giving an opportunity to share fresh ideas or by shifting the location from the conference room to the venue for the program. It is also helpful to schedule regular breaks and refreshments in order to keep the attendees focused.