How to Plan Your Board Meeting Preparation

Preparing for a board conference is a difficult task because you must manage multiple stakeholders and meet deadlines. But, by adhering to a pre-defined structure and utilising the right tools along the way it is possible to reduce the stress and enhance the experience of all those involved.

Set the agenda for your board meeting to maximize the amount of discussion and decision making time you have available. Each item on the agenda should be accompanied by an allotted time limit and a clear objective of either educating or seeking information or making a decision. When discussions veer off-topic, gently steer conversations back to the agenda and ensure that a designated person is taking notes to document important decisions and their outcomes.

Be sure that all attendees are aware of the date, time, and location. This can be accomplished with a portal for boards which can automate the process of distributing these materials.

Introduce everyone who is attending the meeting including guests and special guests. Then, conduct a roll call to determine if there’s an quorum for the meeting to go on. Review any issues that remain unresolved from the previous meeting, and then approve the minutes.

The remaining time to discuss any new business or other topics that need to be discussed prior to the meeting’s end. It’s also a good time to replace any public notices with the date, time and location of the next meeting.

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