Whatever your role is, whether it’s the board chair or CEO, or the executive director planning your board meeting is a vital aspect to ensure that it runs as smoothly as possible. It may seem counterintuitive but a well-organized book for your board and agenda can help you reduce time spent on side conversations.
It is also simpler for board members who are newer or less experienced to comprehend the topic and how their contribution to the success of the company is impacted by the topics discussed in the board meeting. This is especially beneficial for newer or younger board members who might find it more difficult to follow complex discussions.
It’s also a good idea to set the approximate time for each board meeting item. This will keep the meeting going and prevent members of the board from clocking out before the end.
The day prior to the meeting, verify that the meeting space is ready and that any necessary catering arrangements are in place. Also, make sure that directors who haven’t submitted their reports have been given the deadline to submit their reports.
Create any information packets that will be distributed to board members prior to the meeting, and then review any other meeting rules. It is ideal to distribute these packages at least 48 hours prior to the meeting so that board members are able to participate in a discussion that is informed prior to the meeting.