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A board meeting schedule is an aid to keep your meetings on track and productive. Style over substance is crucial in order to maximize the time that your board members will have to collaborate.
Begin your meeting with an official call to start the meeting followed by an introduction by the facilitator or chair of the board. Then, you could accept the minutes of the previous meeting or the financial report. You may also discuss committee updates or other administrative tasks. Then, it’s usually a good idea to reserve a space for strategic planning discussions or other governance-related issues. You might also include an executive session for sensitive or sensitive topics as long as it is allowed by the bylaws of your company and any applicable laws.
Throughout the meeting, be sure to listen carefully and thoughtfully to each item. You should raise any concerns or questions you may have about the presentation and allow your fellow board members to respond. Be careful not to drift off-track and discuss topics that aren’t scheduled for discussion. This can waste meeting time, and divert attention away from the most important issues that are scheduled for your board. To prevent this from happening it is possible to add a “parking lot” item at the bottom of the agenda to highlight various topics that require attention in the future.
The last thing to do is ensure that you give your board with the agenda minimum one week prior to the meeting. This gives everyone enough time to look over the agenda and plan their thoughts for the meeting. It’s recommended to include any supporting documents needed by board members to grasp the subject.