Conducting a board meeting isn’t easy and can be complicated, especially when there are a variety of opinions to take into consideration. A board must come to agreement on a range of issues and this can be a challenge when certain members take on a more vocal role and others are less engaged. It can be a challenge to keep discussions on the right track and on time, particularly if the board goes over its time limit.
Having a well-composed agenda and a smooth procedure for distribution of board documents are crucial to conduct a successful board meeting. Management should create an “board packet” and distribute it to the board members 3 to 4 working days before the meeting. This will ensure that each member has the right content information to be able to participate. Directors can then ask questions and discuss the background information with their peers before the board meeting.
A clear process for taking decisions is also crucial to a successful meeting of the board. It is essential to define whether the board will make decisions through consensus or by vote, and to set a timeframe. This will allow for an open dialogue and ensures that all perspectives are taken into consideration.
It is also important for the board chair to actively facilitate discussions and to encourage all board members to take part. If one or a handful of people dominate the discussion it can limit the participation of other board members and can result in ineffective decisions. To prevent this, at the beginning of a meeting the chair can introduce rules that encourage concise remarks as well as equal airtime to each board members.
