Although preparing for board meetings might become quite conventional, this does not mean it should. The majority of discussions will discuss impending issues, pinpoint potential possibilities, and generate fresh concepts. While a board meeting should have a clear agenda and a strong framework, it should also have some flexibility to address critical or unforeseen matters. It’s simple to excuse postponing extensive planning for a board meeting by claiming that you have too many other commitments. The board secretary would benefit from having a convenient meeting preparation checklist that is adaptable enough to take into account last-minute additions and urgent problems.
How do You Get Ready for a Meeting of the Board?
There isn’t a magic formula that will enable every board administrator and governance expert to organize and conduct the greatest board meetings, but there are rules you can adhere to. These consist of:
- Ahead of the board meeting, make sure to begin the preparation process. As soon as the last meeting is over, you should begin preparing for the subsequent one. Spend some time each week planning and prioritizing your responsibilities, giving each the right amount of time. Use a checklist (like the one below) to keep track of everything, so you don’t have to rush to finish everything at the last minute. Do not be reluctant to schedule time on your calendar.
- Work together with important stakeholders to make sure that the agenda covers all required issues and that directors receive all pertinent papers in advance. Take advantage of your connections with the board chair and CEO to guarantee that you don’t miss any important information because you aren’t in this process alone.
- Utilize technology, such as board portal software, to expedite some of the board meeting preparation duties, such as creating agendas, creating meeting calendars, and generating board meeting packets. Making your life easy is important since getting ready for a meeting might be challenging.
It’s easy to feel overwhelmed when getting ready for a board meeting. The checklist below will serve as your road map through the procedure.
Checklist for an Effective Board Meeting
Effective meeting management is not difficult. You can hold productive and efficient meetings with the aid of our meeting checklist and a few straightforward meeting guidelines. You’ll save time and money, and attendees will leave feeling energized. Spread the word about this meeting checklist so that everyone is aware of the guidelines and expectations. Here is a meeting checklist that you can download or print.
Meetings include three phases: planning, the meeting itself, and follow-up. The actual meeting is wasted time if preparation and follow-up are neglected. All three stages can be effectively managed with MeetingKing’s assistance.
Preparation:
- set a specific objective;
- decide on the attendees and the format of the meeting (in person or phone, or web conference);
- set a date and an end and beginning time;
- agenda distribution and timely delivery of supporting materials;
- make sure everyone is ready;
- one person should be assigned to take notes during the meeting. Take this function into consideration.
Actual meeting:
- start promptly;
- reiterate the meeting’s objective;
- if relevant, provide updates on the tasks from the prior meeting;
- observe the schedule and arrive on time;
- keep your concentration and post fresh subjects for the next meeting in the parking lot;
- take concise, unambiguous notes, and separate your informational notes from your judgments;
- assign assignments, give each work to a different individual, and provide a deadline;
- at the conclusion of the meeting, list all actions and decisions;
- schedule meet for a follow-up if necessary, and conclude on time.
Follow-up:
- share minutes as soon as you can;
- share tasks with task owners;
- track tasks and take action if they are not finished by the due date;
- minutes should be kept in a location where they are easy to locate.
Set guidelines:
A productive atmosphere with clear ground rules allows everyone to participate meaningfully:
- no mobile devices;
- impose appropriate preparedness;
- no chitchats on the side;
- attendance equals involvement;
- although it is ok to hold divergent views, it is best to publicly announce your decision;
- ensure that duties are completed.