Blog

How to Plan Your Board Meeting Preparation

Preparing for a board meeting is a stressful task, since you must coordinate multiple stakeholders and follow deadlines. By following a defined structure and using the right tools along with it, you can minimise the pressure on all parties and maximise the pleasure.

Set the agenda for board meetings to maximize the time to discuss and make decisions. Each item should have a time limit as well as a clear goal, for example, informing or seeking out information or making an informed decision. When the discussion veers off-topic take care to guide the conversation back to the topic of the meeting. Make sure someone is taking notes to ensure that key decisions and the outcomes are documented.

Be sure that all attendees are aware of the meeting date and time, as well as the location. This is best accomplished using a portal for boards which can help in the process of disseminating these materials.

Introduce all attendees to the meeting, including guests and special guests. Then, conduct a roll call to determine if there is an quorum for the advice meeting to begin. Review any business issues that remain unresolved from the previous meeting, and then approve minutes.

You can utilize the remaining time to discuss any new business or other items that require discussion prior to the meeting’s end. It’s also a great opportunity to replace any published notices with the date, time and location of the next meeting.