The successful running of a board meeting requires a combination of strategies to maximize the outcomes while creating the perfect setting for collaboration. The following guidelines will help you set a dynamic tone, encourage participation from diverse perspectives, and reach your goals.
Clearly Define the Goals of your Meeting
Setting clear goals helps keep meetings productive and focused. This can lead participants to thoughtful discussions and decision making processes. Clarifying the meeting goals allows leaders to set the agenda in order, allocate sufficient time for each topic and provide flexibility if unforeseen issues or urgent concerns arise during the meeting.
Start with the most important issues
Focusing on the most important issues first will stimulate your meeting, since it will help to get everyone in the right frame of mind for a deeper discussion. It’s also a great way to set the precedent that your meetings are focused on issues, rather than updates, which is often an issue with many board of directors meetings.
Distribute all meeting materials prior to the event
The distribution of meeting materials and reports to all Board members in advance is the best method to ensure they are prepared for the meeting. This will give attendees the opportunity to review the material before the meeting and to prepare their thoughts and opinions. This will also prevent the meeting from drifting off track or becoming a tangle of administrative tasks.
Assess Your Meetings
Using an online board portal will allow you to keep track of actions items and follow-up activities during the meeting, and give them out in an easily digestible format after the meeting is over. It is also important to evaluate board meetings regularly to determine what is working and what can be improved.