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A board meeting structure that is tailored to your company’s requirements will facilitate productive discussions and make sure that all important issues are recorded. There are certain conventions you can adhere to, but it’s also important to be flexible and open to any changes.
Begin the meeting by calling the meeting to order and then reviewing the agenda. The chair of the board will ask whether any additions or changes are needed. The chair of the board will decide on the agenda for discussion and a decision.
The board reviews the reports of committees and departments. This portion of the meeting usually covers progress updates as well as budgets and financial statements, proposals reviews and so on. It is a good idea to limit the number of reports-related topics to prevent the meeting from getting bogged down with administrative matters.
The chair helps the board members find common ground to discuss and agree on solutions. When there are no issues to be discussed or the scheduled deadline approaches, the chair moves to adjourn the board meeting.
Certain directors can get distracted by the new topics of discussion that arise during the board meeting and this can lead to important discussions being derailed. To avoid this you can add an “parking lot” item on the agenda, where directors can push random topics that should be discussed but are not top priorities. This allows the board to discuss the topics and decide whether they should be further explored or added to the next agenda.
