Board meetings are essential because the decisions made by your board, which typically require an overwhelming majority or even a unanimous agreement could be a significant influence on the business. There are many constraints, but they’re not as difficult as you think.
A successful board meeting will require an extensive amount of preparation and planning prior to the meeting. If your board members do not believe that they are well prepared, they may struggle to engage in meaningful discussions during the meeting. This can result in your decision-making process being slowed down or even derailed. To avoid this, it’s important to send out your board packs several days in advance of the meeting.
At the beginning of the meeting the chair of your board should go over any ground rules with the participants (e.g. how long discussions can last, or how to make decisions). This will make everyone aware of the rules, and help create a an environment that is friendly.
The next part of the meeting is usually reports being presented. This can include financial statements, progress reports or any other pertinent information. The board chair will then invite each member to ensure there is a quorum.
During this phase the board will also examine and discuss the minutes of the meeting that was held earlier. When they are completed the board can then approve them. Afterward any announcements or updates relevant to the meeting at hand can be shared. The president can also close the meeting or adjourn it.