Running a Successful Board Meeting

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The successful running of a board meeting involves thorough planning, preparation and sharing of agenda items well ahead of the meeting. It is also important to focus on the discussion topics and to keep track of decisions and actions in a clear manner. This allows for productive meeting and a dependable follow-up that will help companies reach their goal.

To make your meetings as productive and efficient as you can, it is essential to be familiar with the expertise of each board member, their preferences and expectations. This knowledge will help you customize agenda items and encourages active participation. Getting to know each board member also helps you decide the best time to schedule meetings, and also provide convenient locations and a efficient space to hold discussions.

Prioritizing the most important issues is essential to ensure efficiency and effectiveness. As a rule limit the number topics that are discussed in the meeting to two topics per one hour. Each subject should be allocated up to 30 minutes. If the company is experiencing difficulties or is struggling, it may be beneficial to allocate a greater percentage of the meeting to discussing hopes and future plans, rather than updates.

All documents (including reports from committees Staff reports, committee report and Board packs as well as any documents that frame upcoming decisions) should be easily accessible prior to the meeting to maximize Board engagement. Make sure all these materials are uploaded on your board portal and made available to the Board prior to the meeting as well as at the time of the meeting.