It can be confusing and difficult to conduct an effective board meeting, especially when many different perspectives are being taken into consideration. A board needs to come to a an agreement on a number of issues, and this can be a challenge when some members are more vocal while others are less active. It can also be challenging to keep discussions on track and on time, particularly if the group runs over its time limit.
A well-written agenda and a streamlined distribution process of documents for board members is crucial for a successful board meeting. To ensure that each member of the board has all of the information they need to be able to participate most effective is for the board’s management to create the “board document” in advance and share it with everyone 3 to 4 days prior to the meeting. This allows directors to discuss the most important background information with peers and ask questions prior to when the board’s meeting, allowing the majority of the meeting to be used for strategic discussions.
A clear method for making decisions is essential for a successful meeting of the board. It is helpful to clearly define the criteria for whether the board makes decisions through consensus or vote and also to establish a timeframe for the time frame for making decisions. Taking the time to define this can help ensure that all perspectives are considered, and also allows for open dialogue during the meeting.
Finally, it is important for the chairperson of the board to actively facilitate discussions and to encourage everyone on the board to take part. It could be detrimental to the board if one or one or a small group of people dominates the discussion. This can lead to an absence of participation from other members and a lack of effective decisions. To prevent this from happening, at the beginning of meetings, the chair can establish rules that encourage short remarks and equal time for each board members.