A well-planned agenda for board meetings is the foundation of productive meetings. However, it’s not the only element. The most important factor in the success of a board is a well-organized and motivated board. A well-designed agenda for board meetings does more than just establish the format for a meeting, it encourages discussion, recognizes different viewpoints, and fosters innovation.
Regardless of the agenda any meeting that is well-run requires an experienced chairperson to lead it. Whether experienced or new, a competent board chair is able to keep the meeting on track, avoid discussions that diverge from the topic and adhere to time limits.
The chair of the board starts the meeting by calling to order and a welcome speech. They then ask whether anyone has any modifications or additions they’d like to add to the agenda and if there is sufficient quorum. Next, they review and approve the minutes of the previous meeting. Finally, they discuss and vote on any items for action.
To ensure that meetings don’t become too long, assign an appropriate amount of time for each agenda item. This ensures an efficient discussion without getting lost in unnecessary details. Providing board members with the time estimates for each agenda item helps them prepare and block off their agendas accordingly.
A well-organized board agenda will include a « big picture » section that gives the chance for board members to provide high-level updates as well as company’s vision. This section also provides a section for committee reports and highlights any business that was not completed from the last meeting which must be addressed.
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