Board meetings are a time where board members offer valuable input on a company’s progress. They also provide an occasion for board members to establish trust and build camaraderie.
To ensure that discussions are productive and productive decisions the board meeting should begin with a clear and concise explanation of the meeting’s objective(s) prior to the time the board meets. Sending a board package that includes all the information required for the discussion is one way to accomplish this.
Some boards use Robert’s Rules of Order as a guide to how they conduct their meetings, however using this book is not required for every board. In general, only the chair is responsible for making sure that invitations are sent out in time and that notes are recorded, and all materials needed are given to board members prior to the meeting.
One of the biggest mistakes that companies make is failing to prepare and distribute their board documents in time. It’s essential that you inform the board of meeting objectives to everyone in attendance prior to the start of the board’s meeting, so directors have a chance to prepare and ask questions prior to the meeting. This allows time in the meeting for discussions and lets you keep the meeting as short as possible. If you have one of your board members who insists on a long report being included in the agenda, make sure to schedule it last, at least one hour after any break.
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