How Should You Structure a Board Meeting?

There is a lot to consider when organizing board meetings. To think of everything and still have a clear head, checklists are a good way of structuring the work and tasks on the board. If you don’t have how to organize it properly, our checklist gives you an overview of the most important points.

How to organize a good board meeting?

Today, the managerial activity of any leader is impossible without effectively held meetings. A board meeting should be structured, efficient, and participatory. The chair ensures that all members receive a list of the agenda beforehand, the meeting objectives are achieved, all those present are involved in the discussions, and the decisions are recorded. As a “timekeeper,” he ensures that the meetings start and end on time. As a rule, the President chairs the board of directors’ meetings. However, the chairing of the meeting can also be handed over to another person or be taken over by all board members in a rotation process.

One of the biggest and most common mistakes is choosing the wrong target for a meeting. Meetings are often held only to inform the participants of some information. In this case, meetings are the costliest and most inefficient way of telling all existing ones.

Board meeting: how to keep the result under control?

The effectiveness of the board meetings is laid already at the planning stage. So, according to,  there is a checklist of the obligatory activities to structure a board meeting properly:

  • Agenda setting

Any meeting should have a topic that is understandable to all participants, as well as an agenda – this is a meeting plan that will help in the discussion not to jump to issues that do not relate to the main topic. The agenda is the main element of the meeting. Regardless of the number of participants or the level of management, it indicates the structure of the meeting and the sequence of consideration of issues. The chairman approves the agenda of the meeting.

  • Conducting a meeting. The course of discussion of the issues under consideration and the development of management decisions.

It is recommended to start each meeting with the registration of its participants according to pre-prepared lists. An important role at this stage is given to the chairman of the meeting. He must start the meeting at the set time, adhere to the agenda or be guided by the scenario, address the participants with an introductory speech, and then strictly comply with the requirements for the meeting. During the meeting, in discussing the issues under study, management decisions are developed to improve the efficiency of activities in the area under consideration. Draft management decisions can be prepared in advance. During the issue discussion, adjustments and additions are made to them, if necessary, considering the speakers’ opinions.

  • Registration of the results of the meeting and the adopted management decisions

Summing up the results of the meeting, the chairman needs to evaluate its conduct’s effectiveness and focus on the decision-making. Recording of the progress of the meeting is carried out by employees who are entrusted with the functions of preparing and holding meetings. If necessary, a transcript of the meeting can be prepared. The protocol is the primary document, based on which the head gets the opportunity to document his own management decisions and control their implementation.

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