Conducting board meetings is a task that requires a keen eye, careful pacing, and an awareness of the way in which board members’ time is being used. To aid in these tasks, board management software tools such as a board portal can facilitate the preparation of agendas and other materials for meetings prior to the meeting date which makes them more accessible to directors which can increase the number of participants during discussions, and enabling board members to review decisions and instructions in advance.
The first step is to communicate clearly the procedure for making decisions to the board. Being clear about whether your board will reach consensus, adopt voting or a different method for making decisions will ensure that everyone knows what they are expected to do during the meeting. This will help avoid confusion, for instance, if the director raises an issue that was already discussed in a previous meeting.
After settlement of old business, the board will then move to new items on the agenda. It is crucial to respect other members’ rights to speak, as with any discussion issue. Only one director should speak at each time, and they must wait until their turn to be called upon by the chair. The chair of the board also has to lead the discussion by facilitating conversations and making sure that the entire board is present.
The board decides on any new business item and then records the results in the official minutes of the meeting. If a member isn’t happy with the outcome of the vote, they may ask that the vote be reconsidered or that the issue be referred to a committee for further investigation.