A board meeting gives you an opportunity to discuss key business issues with a number of experts. They provide a variety of perspectives which are essential in deciding on strategies that are large-scale or defining how teams will implement those strategies.
The efficiency of a meeting is determined by the manner the leader keeps discussions on track and directs the participants. Meetings will be ineffective when they are not focused and last for a long time, no matter how energetic the agenda. Furthermore, if crucial documents aren’t handed out to participants prior to the meeting, it will be difficult for participants to prepare and participate.
To maximize the value from board meetings, begin every meeting with a 10-minute recap that reiterates the key points from previous meetings and the board’s document. This will help clear the board members’ minds and keep them focused.
The constant stream of new topics for discussion can take up precious time during meetings, and distract board members away from the more important agenda items. Mitigate this by including a “parking lot” item on the agenda for discussions on random issues that require further review but are not the top priority.
Once the agenda is settled it’s crucial to hear reports from the executive director and any standing or committee reports. You may also ask someone to read the financial reports if you’re looking to discuss them in depth. The chair will then allow the floor for a vote on each item after the discussion has been completed. Before a vote can be called, a motion must be “seconded”.