Conducting a board of director meeting can be difficult and difficult, especially when there are many perspectives to consider. The board has to reach a an agreement on a number of issues and this can be a challenge when some members are more vocal, while others are more passive. It can also be difficult to keep discussions on pace and on time particularly if the group runs over its time limit.
A well-written agenda, as well as a simplified distribution process for documents for the board are essential for a successful board session. To ensure that each member of the board is aware of all the information required to take part, the best practice is for the board’s management to create the “board package” ahead of time and share it with everyone 3-4 days conducting a board of directors meeting prior to the meeting. This will allow directors to ask questions and discuss details with their peers prior to the board meeting.
A clear process for making decisions is crucial to an effective meeting of the board. It is important to clarify the criteria for whether the board makes decisions based on consensus or votes and to establish a timeline for the moment when decisions are made. This facilitates an open discussion and ensures that all perspectives are considered.
It is also crucial that the board chair actively facilitates discussions and encourages all members to participate. It can be detrimental for the board if one or one or a small group of people dominates the discussion. This could result in a lack of participation from others and result in poor decisions. To avoid this, at the beginning of meetings, the chair could set rules that encourage concise remarks as well as equal airtime to every board member.