In board meetings, top-tier leaders meet to discuss and debate strategic issues facing their organisations. The results of these discussions set the organizational direction and impact everything from confidence in investors to public perception. It is important that board directors ensure maximum efficiency and effectiveness during their meetings. This article offers suggestions on how to conduct board meetings in a way that encourages productive and enjoyable discussions.
Start by welcoming and introducing each board member particularly if they are new to the meeting. This sets the stage for a collaborative board meeting, assists in establishing proper manners for boardroom meetings, and encourages participation.
This is a sign of respect for the time of the other directors and discourages tardiness. This is particularly important when meeting virtually in which managing time can be a challenge.
Avoid wasting time with routine or perfunctory items, such a committee reports and voting. Instead, limit these activities to 25 percent of the meeting and make the most of your time to discuss strategy and other important subjects.
Make clear the manner in which decisions will be taken during the meeting (consensus voting or a different method). This will ensure that all board members know the processes for making decisions and are able to participate in meaningful discussions.
Obtain feedback from board members about their level of satisfaction with the manner in which your organization conducts its board meetings. This can be done through informal discussions, or by using polling tools or surveys. For instance, you can inquire about whether the board’s meeting structure and content permit for deep discussion, or ask them to rate different qualities of a meeting using a numbered scale.