Conducting board meetings is a task that requires a keen eye as well as a careful pace, and an understanding of how board members’ time is being used. To help with these tasks board management software tools such as a board portal can assist in the preparation of agendas and other materials for meetings before the time of the meeting and make them more accessible to directors which can increase the number of participants at meetings, and enabling board members to review their decisions and guidelines prior to the meeting.
The first step is to clearly communicate the procedure for making decisions to your board. It is important to clearly define the likelihood that your board will reach consensus, vote, or another method of making decisions ensures everyone understands what is expected of them during the meeting. It also helps avoid confusion, for example, when a director raises an issue that’s already been discussed in a previous meeting.
After settling old business, the board will move on to new items on the agenda. Like all discussions, it’s important to respect the rights of other board members to speak. Only one director may speak at each time, and they should wait until they are ready to be called on by the chair. The board chair also needs to lead the discussion by facilitating conversations and making sure that the entire board is present.
The board votes on the new item of business and records the results in the official meeting minutes. If a member is not satisfied with the result of an election, they can ask for it to be reconsidered. They can also request that the matter be transferred to a committee for further investigation.