A board meeting schedule serves as an outline to help you keep your meetings on track and productive. When it comes to maximising the time your board members spend together it is more about substance than fashion.
Begin with a call for start the meeting and a welcome from the facilitator or the chair of the board to officially begin your meeting. The next step could be to adopt the minutes from the previous meeting or the financial report. You can also go over the latest committee reports or perform administrative tasks. It’s recommended to create a separate section for discussions on strategic planning or other governance-related issues. You might also include an executive session for sensitive or private topics when it’s permitted by the organization’s bylaws as well as applicable laws.
Pay attention and take note of each point. You should ask any concerns or questions you may have about the presentation and let your fellow board members respond. Be careful not to get off-track and discuss topics that aren’t scheduled for discussion. This can waste the time of meetings and distract from the most important issues on your agenda. You can stop this from happening by adding the “parking area” item at the bottom of your agenda. This will allow you to postpone random topics to an undetermined time.
Also, be sure to inform your board of the agenda at a minimum of a week prior to the actual meeting. This allows everyone time to look over the agenda and prepare their thoughts for the meeting. It’s also a good idea to include the agenda with any supporting documents that board members need to be able to fully comprehend the subject at hand.
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