A board meeting that is efficient allows the organization to move forward by making informed decisions. To do this, board members must collaborate to prepare for meetings. They should read reports and documents, provide feedback and answer questions. They should also engage in thoughtful discussion and analysis of strategic issues, including an in-depth review of current strategies and a plan for future direction.
An agenda that is clear is the first step towards having a successful board meeting. This should be delivered to participants prior to the meeting, and include the items to be discussed (e.g., the board package, the past minutes, proposed policies, committee reports). In the beginning, these documents will aid participants in preparing for the meeting and avoid spending time searching for pertinent information during the meeting, and make sure that all the important points are covered.
Once the board has reviewed and discussed reports and information, it is time to make decisions. This is where the authority of the board lies. In this portion of the meeting, the board should discuss and decide on the specific actions to be taken to achieve the company’s goals. The chair should also conduct a roll call to ensure that a quorum has been established, and to ensure that all members participate in the discussion.
In the process of making decisions, it is beneficial for the board to bring in experts in the subject area within the company. Having someone from the engineering department give an update on the latest product, or having a sales manager discuss a recent win can bring fresh perspective and lead to productive discussions. It’s also a great idea to invite external speakers to give the board more insight into relevant topics.