The way your board conducts its meetings is a significant element in the productivity and efficiency of your board. To maximize the impact of every meeting, you must establish and adhere to clear policies and processes making sure that all board members understand what is expected of them. This means establishing clear rules for decision-making, adhering to guidelines for voting and clearly recording the outcomes of meetings with accurate minutes.
A productive board meeting starts with a well-planned agenda. Consider using visual tools, such my sources as countdown timers, and setting time limits for every agenda item to help everyone manage time effectively. Avoid filling your agenda with long reports and updates that will bore your board members, and prioritize addressing the most important topics to be discussed at the top of your agenda.
Be clear about how your board makes its decisions. Consensus meetings are ideal, but formal voting is acceptable if it is needed. Make sure that everyone knows the procedure for making decisions prior to every meeting.
A good board secretary will ensure that your board meeting is successful. Be sure that the person responsible for taking notes is properly trained and is a committed member of your board. Make sure that the secretary of your board is taking notes on all relevant issues, including information from the reports of the comittee and officer. After that, promptly and precisely summarize all decisions made during the meeting in your board minutes and assign responsibilities to actions items and follow-ups.