When it comes to board meetings’ success, the tone in the room is just as much as the content. Board members are invested in the overall success of your organization and are likely to listen intently if they feel engaged throughout the discussion. The environment the board meetings are held in is crucial to this, so take note of the following suggestions for stimulating and facilitating a productive board meeting:
Create a concise agenda and distribute it to everyone in attendance. Include time limits specific to each discussion item to keep the discussion moving along and avoid getting distracted. Limiting discussions to 30 minutes per session helps keep the board from getting overwhelmed by non-essential topics.
Make the meeting as convenient for your board members as you can. If you’re holding a virtual meeting, ask them to turn off notifications and close any other programs that could interfere with their bandwidth. This will make the meeting run smoothly and ensure that all participants can be heard and see each other clearly.
If you feel it is appropriate, provide refreshments. This is particularly crucial for a meeting that is held after dinner an active day. It can help your board members remain focused and engaged.
Start the meeting by telling an inspirational story that will remind your board members of the current initiatives of the organization and its goals. This can also motivate the board www.urbanboardroom.com/ten-governing-documents-every-board-member-needs/ to continue working towards the goals of the organization. Last but not least, ensure that you have a quorum of all attendees before you open the meeting. This is an essential step that can have a significant impact on the quality of the results of the meeting. This is typically accomplished through a “roll call” where everyone is asked to raise their hands when their name is announced.