It is often difficult and confusing to conduct an effective board meeting, especially when multiple perspectives are being considered. A board needs to come to a an agreement on a number of issues, and this can be difficult when some members are more vocal than others are less active. It can be challenging to keep the discussions on track, especially if they go over the time allotted to them.
An organized agenda and a streamlined process for distribution of board documents are essential for conducting an effective board meeting. Management should create a “board packet” and distribute it to the board members 3 to four working days prior to the meeting. This will ensure that every member has the information needed to participate. Directors are given the opportunity to discuss important information with their peers, and ask questions before the board meets, which allows the majority of the meeting to be spent on strategic discussions.
A clear process for taking decisions is essential for a successful meeting of the board. It is crucial to clarify whether the board will make decisions by consensus or vote, and to set a timeline. This will allow for an open dialogue and ensures that all perspectives are considered.
Finally, it is important that the chair of the board actively facilitate discussions and encourage everyone on the board to participate. It can be detrimental for the board when one or an individual dominates the discussion. This could result in a lack of participation from others and result in poor decisions. To prevent this, at the beginning of meetings, the chair should establish rules that encourage short remarks and equal airtime to every board members.