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Board Meeting Facts
Some boards follow a certain agenda structure simply because it’s the way they’ve always been. This can lead to a waste of time. While the format of your board meetings should not be considered a given there are some crucial things to take into consideration to ensure productive discussions and results.
Getting the appropriate information in front of your board members ahead of time is crucial to having a productive meeting. Often, this means sending the complete board materials ahead of time to allow your board members to become familiar with the subjects for discussion. This will ensure that they arrive ready to engage in an informed discussion at the time of the meeting, instead of trying to catch-up while a report is presented.
It’s also an excellent opportunity to send out bios of board members and other relevant documents such as organizational policies, bylaws, and annual budgets in advance. This will let your board be well-prepared and help you save time at your meeting.
It is important to ensure all agenda items are discussed during the meeting. Discussions that are not formal can consume much more time during a meeting and if a particular issue is not addressed it can affect the company. The board must also approve a draft minutes. This is essential to avoid misrepresentations of the actual meeting while it’s being recorded, especially if this is an original draft by someone who participated in the meeting.