Conducting a board of directors meeting can be challenging and difficult, particularly when there are many different perspectives to consider. A board has to reach consensus on a variety of issues, which can be challenging when some members take a more vocal role and others are less involved. It can be a challenge to keep discussions on pace and on time particularly if the board goes over its time limit.
A well-organized agenda and a simple procedure for the distribution of board documents are crucial to conduct a successful board meeting. To ensure that each member of the board is aware of all the information needed for participation most effective is for management to prepare a “board document” in advance and share it with everyone at least 3-4 days prior to the meeting. Directors are given the opportunity to discuss important background information with peers and ask questions prior to the board meets, which allows the majority of the time to be focused on strategic discussions.
A clear decision-making process is also important for conducting the most successful board of directors meeting. It is essential to clearly define the criteria for whether the board makes decisions through consensus or vote and also to establish a timeframe for when decisions will be made. By taking the time to define this will help ensure that all viewpoints are considered and facilitates open dialogue during the meeting.
It is also important for the chair of the board to actively facilitate discussions and encourage all board members to take part. It can be detrimental to the board if one or a small group of people dominates the discussion. This could result in a lack of participation from other board members and ineffective decisions. To avoid this, at the beginning of a meeting the chair can introduce rules that encourage concise remarks as well as equal airtime to each board member.