How to Conduct Board Meetings
The way the board meetings are conducted has an impact on how efficient and informative the discussions are. It is essential to have clear expectations about the manner in which meetings are conducted and how they are conducted.
In general the board meetings should not be dominated by reading reports. Instead, the chairpersons of committees should go over their reports in advance and present them at the time of the meeting. Then the board can discuss each report and the information contained in it in relation to the overall goals of the company.
For effective discussions board members must be able communicate freely and clearly. But, this also means they must respect the rights of others to speak at their own pace. Interrupting other board members, even though there are exceptions, is generally thought to be unacceptable.
A common error is to present a problem or issue to be discussed without having a clear plan on what the board ought to do. This can cause the discussion to feel a bit stale and unproductive. Instead, start with a general suggestion for actions and let everyone take a look at the pros and cons of each idea.
A board secretary or other experienced person take notes during meetings can aid in ensuring that important information is not lost. It is also crucial to communicate clearly how the board will arrive at its decision–whether it is through consensus or by voting. Also, who is responsible for the preparation of the minutes.