Board meetings are essential for helping make strategic decisions as well as to set company policies and more. However, they are also often boring and full of routine items that can be time-consuming to prepare for. While it may seem like the tedious task of preparing for the board meeting is just another work-related burden, well-prepared directors can create a positive impression for other board members that goes well beyond the surface.
Start planning meetings for the board by drafting an agenda that includes the time for each item to be discussed. It is a good idea to draft an agenda with a certain number of hours in mind so that you have enough time to discuss each subject and allow for questions.
Once the agenda is prepared the agenda should be sent out to board members to allow them to begin preparing. This should happen at least 2 or 3 days in advance of the meeting. For boards that use an online portal for board meetings it’s as simple as clicking a button to collect and send out all of the required documents needed for the meeting.
You should decide the formality or casualness your board would like its meetings to be. This will impact the meeting structure and the manner in which you address other members. For instance certain boards employ Robert’s Rules of Order, which is very formal and consists of calling other board members by their titles and calling them “Mr.” or “Madam”. It is crucial to be familiar with the rules, regardless of the style you choose. This will ensure that you will not be astonished when you first meet.
