An efficient board meeting system helps ensure that meetings are conducted smoothly and that all discussion topics are covered and the board can make informed decisions. Running a dynamic and effective board meeting demands that attendees feel their time and expertise is respected, and that they are actively engaged in discussions. This can be achieved through some simple actions like ensuring that all members are encouraged to participate and that the chairperson uses methods to facilitate constructive debate.
A comprehensive agenda is the first step to running an effective board. It should be clear about old business that requires review, new business to be discussed, as well as which committees are reporting. This will stop the meeting from becoming too long and also gives directors the opportunity to prepare fully in advance by looking at reports and attending any pre-meeting meetings that may be required.
It is vital that board members are provided with an organized board pack in advance of the meeting in order for them to digest reports and results and review minutes from previous meetings, and prepare for the upcoming meeting. This will enable the chairman to concentrate the discussion back on important and relevant topics and not need to spend time updating everyone on the contents of a pack.
Keeping the board meeting energized is vital and can be accomplished by opening with a success story, or by offering an opportunity for new ideas to be discussed or by changing the location from an event space to a program site. It is also beneficial to provide regular breaks and refreshments in order to keep the attendees focused.