The way your board of directors conducts its meetings plays a major part in the efficiency and efficiency of your board. To maximize the impact of every meeting, ensure that everyone on the board is aware of what is expected. This means establishing and sustaining clear guidelines for decision making following the guidelines for voting and accurately documenting the decisions using accurate minutes.
An agenda that is well-written is the first step towards an effective board meeting. Assign time restrictions to each agenda item, and look into using visual tools like countdown timers to help everyone manage their time effectively. Don’t bore your board members with lengthy reports and updates. Instead, place the most important topics at the top of the agenda.
Make clear how your board decides. Consensus-based discussions are the best but formal voting is also acceptable if it is needed. Whatever you decide to do, ensure that everyone is informed of the decision-making process prior to each meeting so that there aren’t any surprises.
Minutes that are precise are an essential element to the success of any board meeting and a competent board secretary is crucial. You must ensure that the person who is responsible for taking minutes has sufficient training and is a committed member of your board of directors. Be sure that the secretary is taking notes on all pertinent subjects, including the details from the reports of the comittee and officer. Then, promptly and accurately summarize all decisions made during the meeting in your minutes of the board and assign the responsibilities for actions items and follow-ups.