Conducting a Board of Directors Meeting
https://www.myboardroom.info/5-points-to-include-in-the-board-information-packs
The process of conducting a board of directors meeting isn’t easy and can be difficult, especially when there are many different perspectives to consider. A board needs to reach consensus on a variety of issues and this can be a challenge when some members have an active role, while others are more passive. It can also be difficult to keep discussions on track and on time, particularly if the group runs over its time limit.
A well-written agenda and a efficient distribution process for board documents is essential for a successful board meeting. To ensure that every member of the board has the necessary information they need for participation in the meeting, it is best for management to prepare an „board package“ in advance and then share it with everyone 3 to 4 days before the meeting. Directors have the chance to discuss important information with their peers, and ask questions prior to when the board meets, which allows the majority of the time to be focused on strategic discussions.
A clear procedure for making decisions is also crucial to an effective meeting of the board. It is important to clarify whether the board will make decisions through consensus or voting and set a timeframe for when decisions will be made. The time taken to do this helps to ensure that all viewpoints are considered and permits an open discussion during the meeting.
It is also important for the chairperson of the board to actively facilitate discussions and to encourage everyone on the board to be involved. It could be detrimental to the board when one or one or a small group of people dominates the discussion. This could lead to the absence of participation by other members and a lack of effective decisions. To prevent this from happening, at the beginning of a meeting, the chair should set rules that encourage concise remarks as well as equal time for every board member.