How your board conducts its meetings plays a crucial role in the effectiveness and productivity of your board. To maximize the impact of every meeting, make sure that everyone on the board is aware of the expectations. This means establishing and sustaining clear guidelines for decision making while adhering to the guidelines for voting and accurately recording decisions using accurate minutes.
A productive board meeting begins with a well-crafted agenda. Think about using visual tools such as countdown timers, and assigning time limits to every agenda item to assist everyone in managing time effectively. Avoid burying the agenda in lengthy reports and updates that will frustrate your board members and make sure to prioritize paperless board meetings pros the most important issues to be discussed at the top of your agenda.
Communicate clearly how your board decides. Consensus-based discussions are the best however formal voting is acceptable when it is necessary. Make sure everyone is aware of the process for making decisions prior every meeting.
A good board secretary will ensure that your board meeting is successful. Make sure the person who is responsible for taking notes is properly trained and a dedicated member of your board. Make sure that the secretary of the board takes notes on all topics relevant to the meeting and also notes important information from the committee reports and officer reports. After that, promptly and precisely summarize all decisions made at the meeting in your board minutes and assign the responsibilities for action items and follow-ups.
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