Preparing for your board meeting is a crucial procedure that will ensure an effective discussion in the boardroom. The steps involved in this process could be overwhelming when they’re not being done regularly, but the end result is worth the effort.
The chair of the board and CEO/executive Director should collaborate to design the agenda a few weeks prior to the meeting. Think about the expected attendance, the division and strategies to encourage discussion. Create a list of chairpersons and directors who are required to report at the time of the meeting. It is important to give them a deadline for completing the report and provide an outline of the topics they’ll have to discuss at the meeting.
Gather the meeting materials for the board, including the agenda and finalized financial and committee reports, management reports, minutes of prior meetings and any other pertinent information. Send these documents to all attendees of the meeting in a timely manner. If your business uses a portal for board members to facilitate the distribution of materials for meetings, this procedure should be smooth.
Discuss the best way to address any hot-button issues that arise in the boardroom. If you can discuss these issues prior to the meeting, you can lower the chance that the meeting could turn into a pointing fingers session, and allow board members to consider various options.
Confirm that any necessary equipment for meetings has been delivered and will be available for the board meeting. Be sure that catering arrangements have been made and are ready to be picked up on the day prior to the board meeting.