The Importance of a Well-Planned Board Meeting

A board meeting is a strategic decision-making process for the business that reviews its previous performance, engages in discussions and approves plans for action to assist the organization during its various phases of growth. These plans typically pertain to new policies and projects, or even organizational expansions that require coordination between different departments and teams within the company.

An organized agenda is vital for productive board meetings. This helps everyone be on the same page when discussing topics. This can also help reduce distractions such as irrelevant conversations and ineffective chatter. The addition of a “parking lot” at the end of the agenda is an additional method of putting less important discussion topics aside, allowing for the most important issues to be discussed first.

It’s also crucial that participants remain focused on the job at being completed. If an Board Member is interrupting other members or behaving in a non-conformist manner it’s the Board Chair’s responsibility to restore the order. This could mean temporarily apologizing to the meeting until the offender has calmed down, or absconding it if the offending behavior persist.

Every board meeting should have detailed minutes. It is the board secretary’s or minutes-taker’s responsibility to document every deliberation and decision in a way that’s simple to read and comprehend. This includes all the details of motions, including who seconded them or whether they were voted by voice or number. If there were any dissensive votes, a detailed explanation of the reasons why those votes were against the motion is recorded in the minutes.

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