Whether you’re managing an existing board Homepage or preparing your first one, you’ll need to set your board up for success by having an organized process. This article will outline general board procedures for meetings to help you run meetings efficiently.
Board members should read the documents for the board in advance and ask questions. This is an important step to keep meetings on time and focused. If you allow members to ask questions that are answered in the board package they will slow down the meeting and allow less time for discussion of important agenda items. Members must also be willing to disclose any conflicts of interests that could impact the discussion.
The chair of the board should begin the meeting by highlighting the key issues of the meeting and also the highlights of the calls made prior to the meeting, and the board’s report. This helps to set the tone for everyone in attendance and draws participants into the discussion.
When a motion is made, the board members debate the issue according to strict rules about who is allowed to speak and the length of time they are allowed to speak. This ensures that all views are weighed equally and the board can reach an agreement. It is essential to respect the other members by not interrupting or criticizing them in the course of discussions.
Following the discussion, the board votes on motions and then decides the next step. The secretary of the company then creates the minutes and distributes the minutes to all present. They can then approve the minutes at the next board meeting or make changes as required.