How to Plan Your Board Meeting Preparation

a brief history of leadership theory

The preparation for a board meeting is a daunting task since you must deal with multiple stakeholders and follow deadlines. But, by adhering to a pre-defined structure and utilising the right tools, it’s possible to minimise the stress and enhance the experience for all those involved.

Set the agenda for your board meeting to maximize the amount of discussion and decision-making time you can make available. Each item on the agenda should be accompanied by an allotted time frame and a specific goal of either providing information or seeking information or making an answer. If discussions diverge from the topic, gently steer conversations back to the main topic and make sure a designated person is taking notes to document key decisions and outcomes.

Make sure that everyone are aware of the meeting date, time, and location. This can be achieved with a board portal which automates the process of distributing materials.

Start the meeting by giving brief introductions to all attendees, including any special guests or visitors. Make a roll-call to determine if there’s a quorum for the meeting. Review any business issues that remain unresolved from the previous meeting, and then approve minutes.

If you have time left, use this to discuss new business issues or any other matter that requires a discussion before the meeting is ended. It’s also a great moment to update any public notices with the date, time and place of the next meeting.

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