The way your board conducts its meetings is a significant factor in the productivity and efficiency of your board. To maximize the impact of each meeting, ensure that all board members are aware of the expectations. This includes establishing and maintaining clear rules for decision-making and adhering to the voting guidelines and accurately logging decisions through accurate minute taking.
A productive board meeting starts with a well-crafted agenda. Assign time restrictions to each agenda item, and think about using visual tools like countdown timers to enable everyone to manage their time effectively. Avoid burying the agenda in long reports and updates that frustrate your board members and prioritize addressing key topics to be discussed at the top of your agenda.
Communicate clearly how your board decides. Consensus-based discussions are ideal however, formal voting is acceptable when it is necessary. Make sure that everyone knows the procedure for making decisions prior to each meeting.
A good board secretary will ensure that your board meeting is a success. Be sure that the person who is who takes minutes has the right training and is a committed member of your board of directors. Make sure the board secretary is taking notes on all relevant subjects, including the details from comittee and officer reports. Then, quickly and accurately summarize all decisions made at the meeting in your minutes of the board and assign responsibilities for the items to be followed-up on and actions.