At board meetings, top leaders meet to discuss and debate strategic issues facing their organisations. The results of these discussions determine the organization’s direction and impact everything from investor confidence to public perception. This is why it’s vital for directors of boards to increase the effectiveness and efficiency of their meetings. This article gives tips for conducting board meetings with the goal of fostering productive and engaging discussions.
Start by welcoming and introducing each member of the board particularly if they are new to the meeting. This will help create a collaborative boardroom to encourage participation, and assist in establishing good boardroom etiquette.
This is a way to show respect for the time of the other directors and deters tardiness. This is particularly crucial when meeting via video and where balancing time can be difficult.
Do not waste time on routine or trite things, such as committee reports and voting. Limit these activities to 25 percent of your meeting time. You can take the remainder of the time discussing strategies and other important topics.
Be clear about the decisions that will be taken during the meeting (consensus voting or a different method). This will ensure that all board members know the decision-making process and can participate in meaningful discussions.
Obtain feedback from board members regarding their level of satisfaction with how your organization conducts board meetings. This can be done through informal conversations, or using polling tools or surveys. For instance, you could ask whether the structure of the meeting and content permit for deep discussions or ask them to rate different qualities of a meeting on an arranged scale.