Board meeting is a forum for members to discuss and debate strategic issues, steer the company in the right direction and ensure that everyone is on the same page. An ideal board meeting is one where your board members leave the meeting thinking that his/her presence made a difference.
A board meeting is usually chaired by a chairperson.
Here are a few things to follow while running a board meeting.
Scheduling a board meeting is not just about making a list of all the attendees. It involves identifying the key people, finding a time that will work for all of them and then notifying them in prior. Though this sounds tough and getting everyone in the same room might sound challenging, using a scheduling tool will ensure regular and frequent meetings.
Tip: Your board meetings should always be just long enough to address all the issues. Having a short and a focussed meeting will ensure that the meeting does not go off track and nobody loses their concentration.
An agenda serves as a blueprint for a meeting that provides focus and structure to your board meetings.
The best way to approach this would be to send out a detailed agenda a couple of days prior to the meeting which would give your board members ample time to prepare for the meeting, add anything they would like to address as well as prepare a few questions.
A typical agenda will contain:
Because of the gravity associated with the board meetings and the decisions made in them, it is critical to maintain the highest degree of accuracy. The record should essentially capture the essence of the meeting and should contain information such as:
Another detail that you should never miss, is to keep the agenda handy during the meeting, this will provide an outline of what needs to be discussed and will also act as a guideline to ensure that the meeting does not go off track.
It is also important to archive all the documents associated with the meeting like the agenda, the minutes and any other supporting documents.
As the chairperson of the board meeting, it is important to keep track on the progress of the action items recorded during the meeting. Make this the agenda for your next meeting which will provide continuity and will increase accountability from all the parties.
All of the above points that we discussed can be streamlined to make it seem like a walk in the park by a tool like Wizergos that has been developed to manage the entire meeting process from Scheduling the Meeting, Planning Agenda, Automating Minutes of Meeting using Speech Recognition to Assigning and Tracking Action Items and Decisions.