How to Plan Your Board Meeting Preparation

Preparing for a meeting of the board is a daunting task since you must coordinate multiple stakeholders and meet deadlines. But, by adhering to the established guidelines and employing the right tools along the way, it’s possible to minimise the stress and improve the experience of all those involved.

Plan your agenda for board meetings to maximize the amount of discussion and decision-making time you can make available. Each item on the agenda should be accompanied by an allocated time-frame and a clear goal of either educating or seeking information or making an outcome. When discussions veer off-topic take care to guide conversations back to the topic of the agenda and make sure the designated person is taking notes to document key decisions and outcomes.

Make sure that everyone are aware of the meeting date and time as well as the location. This can be done best by using a portal for boards that streamlines the process of distributing materials.

Open the meeting with an introduction to all attendees, including any special guests or visitors. Then, roll call to determine if there’s a quorum present for the meeting to begin. Go over any unresolved business from the previous meeting. Then, approve the minutes.

You can use the remaining time to discuss any new business or other issues that need to be discussed before the meeting is over. It’s also a good opportunity to replace any published notices with the date, time and location of the next meeting.

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