Using a Board Meeting Schedule to Maximize Your Time Together

A board meeting schedule serves as an outline to help you keep your meetings on track and productive. When it comes to maximizing the time your board members can spend together, substance is more important than style.

Start your meeting with an official call to call the meeting to order, followed by an introduction by the facilitator or board chair. The next step could be to accept the minutes of the previous meeting or the financial report. You can also look over the committee’s updates or administrative tasks. Next, it’s often an excellent idea to reserve a room for strategic planning discussions or other governance-related issues. You could also consider having an executive session on sensitive or private topics as long as it is allowed by the organization’s bylaws as well as applicable laws.

Throughout the meeting, make sure to listen carefully and attentively to every item. If you have any questions or concerns regarding the presentation in any way Be sure to raise questions and let your fellow board members to respond. But be cautious not to wander off and start discussing new subjects that don’t belong perform a swot analysis for your company on the agenda. This can eat up valuable meeting time and distract from the most important things on your board’s agenda. You can prevent this from happening by adding a “parking area” item at the top of your agenda. This allows you to put off various topics off for an undetermined time.

Lastly, make sure to send your board members the agenda at a minimum of a week prior to the actual meeting. This gives everyone plenty of time to go through the agenda and organize their thoughts prior to the meeting. It is a good idea to include any supporting documents required by board members to fully know the subject.

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