The way board meetings are conducted can differ widely ranging from formal (all names must be in line with their titles, and they are held in a boardroom that has strict rules and procedures) to casual (meetings can take place in coffee shops or members at their homes). They can be closed or open to the public and decisions may be made by a variety of methods.
A key requirement for an effective board meeting is that members are aware of how decisions will be made. This can be as simple or as complicated as deciding to utilize a formal voting system that has the predetermined requirement of a majority.
The second essential component of a board meeting is an agenda containing the agenda of topics to be discussed. Agendas are typically sent well in advance so that the members can prepare and be prepared for discussion. The agenda should be a good balance between reviewing past performance and planning for the future. It should also include time to address issues of the day however the focus should be on strategic discussions.
It is also crucial that the chair steers the board effectively. This means he or she must ensure that the meeting starts promptly, that everyone has enough time to discuss all the items and that any questions are addressed. The chair must ensure that the board isn’t distracted and that the discussion is beneficial for the organization. The chair should encourage discussion and allow for various opinions to be heard. He or she can also re-order the agenda and remove items as needed.
