If your board meetings are held in person or online, the agenda is key to productive discussions and decisions. Agendas for board meetings should be emailed out in advance, along with relevant supporting materials and allow for ample preparation and discussion prior the meeting. This increases productivity and ensures meetings run smoothly and efficiently.
The first item on the agenda of a board meeting must be an order. This could include a welcoming from the chairperson or introductions. It could also include reading the vision and mission statement of the organization. This is a great opportunity to review the meeting rules and procedures.
The next step is to approve previous minutes and the discussion and review of the committee’s current reports (eg., finance, governance). This section should contain the CEO’s or executive director’s report on the organization’s progress, and a report of the financial condition of the organization.
The time allocated should be used for discussions on strategic planning and the possibility of a closed-door meeting (if needed) to discuss sensitive or confidential matters in accordance with the organization’s bylaws as well as applicable laws. Also, there should be time for guest presentations and open forums regarding important agenda items.
The board members should be given the opportunity to ask questions or express concerns regarding every issue. If you notice that a topic takes up too much time, shift it to the next board meeting or put it on the table for consideration in the future. After the meeting, it is a good idea to have an open forum or discussion about new business issues that the board wants to address moving forward. This could also be a good opportunity to make special announcements, congratulate board members, or celebrate the achievements of the organization.
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