The preparation for your board meeting, regardless of whether you’re the chairperson, CEO or executive director is essential to ensure it runs smoothly. Although it might be counterintuitive, if you devote as much time preparing for the meeting of the board as you spend attending it having a well-organized agenda as well as a comprehensive book for the board can reduce time in longer run by helping cut down on unnecessary conversations.
It is also easier for board members who are newer or younger to understand the discussions and how their contribution to the success of the business is affected by the board meeting items. This is especially helpful for board members who are younger or newer members, who might be more difficult to follow complex discussions.
It’s also a good idea for each item at the board meeting to be given a rough time limit. This will allow the meeting to keep moving quickly and prevent board members getting clocked out before the end of the meeting.
Before the meeting to ensure that the room is set up for the meeting and that all catering arrangements are in place. Also, make sure any directors who haven’t yet submitted their reports have an expiration date and a procedure to do so.
Finally, create any packets of information that will be distributed to board members prior to the meeting, and also review any additional meeting regulations. It is recommended to give these packets out 48 hours before the meeting, to ensure that board members can take part in discussions that are informed during the meeting.