A productive meeting is not possible without a well-planned agenda. The agenda of the board meeting sets the tone for discussion and ensures that the board achieves its objectives.
If you’re a board member or an administrator, it is crucial to understand the best practices in agenda planning to have a successful board meeting. This article will help you avoid the most common pitfalls that can derail the efficiency of a board meeting.
Too Many Questions to Discuss
In attempting to cover too many subjects in a single meeting leads to the discussion being rushed, with a limited amount of time to cover each item, and reduced effectiveness of the meeting. To avoid this, choose the top priority items that are pertinent to the purpose of the meeting. If you need to, you can postpone or assign more urgent issues to a subsequent meeting or a committee to further explore.
Insufficient Board Participation
By ignoring the viewpoints of board members, it is difficult to make well-rounded decisions. A well-organized agenda for board meetings encourages participation by identifying all stakeholders who are involved in every discussion and allowing for equal speaking time, preventing any individual from dominating the discussion.
Without clear guidelines on how to prepare for a board meeting, it can be a breeze for board members to show up without preparation. The agenda for the board should include all relevant documents, including the minutes of previous meetings, reports, and membership management software proposals, and arrange them chronologically to support productive discussion. These documents should be distributed to board members ahead of time, and accessible on their portal to board members for review prior to the meeting.