The way your board conducts its meetings is a major aspect in the efficiency and efficiency of your board. To maximize the impact of each meeting, make sure that everyone on the board is aware of the expectations. This means establishing and sustaining clear guidelines for decision making while adhering to the guidelines for voting and accurately recording decisions with precise minutes.
A productive board meeting starts with a well-crafted agenda. Set time limits for each agenda item, and look into using visual tools such as countdown timers to assist everyone in managing their time efficiently. Avoid burying the agenda in long reports and updates that frustrate your board members, and prioritize addressing key topics for discussion at the top of your agenda.
Communicate clearly how your board makes its decisions. Consensus meetings are ideal but formal voting is acceptable if it is needed. Make sure everyone understands the procedure of making decisions prior to every meeting.
Written minutes are a crucial element in the success of any board meeting, and a good board secretary is crucial. Make sure the person responsible for taking notes is well-trained and is a committed member of your board. Check to see that the secretary is taking notes on all pertinent subjects, including the details from the reports of the comittee and officer. Then, quickly and accurately summarize all decisions made during the meeting in your minutes of the board and assign responsibilities to action items and follow-ups.