A board meeting is a high level decision-making and discussion event in a company. These meetings are not just used to evaluate past performance but also to decide on future strategies and plans of action. These meetings can be private and confidential or open to anyone who wants to observe depending on the size of your organization.
Usually, the manager assistant or executive secretary prepares the agenda for a board meeting, with input from the chairman and CEO. It contains information about logistics like the date, time and location of the meeting. It also includes a summary of the previous minutes and pending agenda items. It is crucial that board members read over the minutes from the last meeting, and ratify them prior to taking up any new topics.
Reports that are too long and other routine tasks can drown a meeting with details. Try to limit time spent on reports to 25 percent or less than the total time of the meeting. This will help keep meetings efficient and interesting. Encourage committee chairpersons and leaders to send a summary before the meeting, rather than giving an in-depth account.
It is also helpful to have a parking space at the end of your agenda to accommodate any new discussion topics that don’t fit board meeting into the top two priorities of the meeting. This will ensure that you don’t end up getting distracted, and thus wasting time in the meeting. By focusing on the most important issues will boost the value of every minute of the board meeting.
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