The way your board of directors conducts its meetings plays a significant impact on the effectiveness and efficiency of your board. To maximize the impact of every meeting, ensure that everyone on the board is aware of the expectations. This means establishing and sustaining clear rules for decision-making and adhering to the voting guidelines and accurately logging decisions with precise minutes.
An agenda that is well-written is the first step toward a productive board meeting. Think about using visual tools such as countdown timers or assigning time limits to every agenda item to help everyone manage time effectively. Beware of boring your board members with lengthy reports and updates. Instead, you should place the most important topics at the top of the agenda.
Be clear about how your board decides. Consensus-based discussions are ideal however, formal voting is acceptable in the event of need. Make sure that everyone knows the procedure for making decisions prior to each meeting.
Detailed minutes are a critical aspect of the success of any board meeting, and a well-trained board secretary is crucial. Make sure the person responsible for taking notes is well-trained and a loyal member of your board. Make sure that the secretary of the board takes notes on every topic relevant to the board, including important details from committee board performance and officer reports. Then, swiftly and accurately summarize all decisions made at the meeting in the minutes of your board and assign the responsibilities for the items to be followed-up on and actions.