Board meetings are a chance for board members to offer valuable feedback on the progress of a company. They can also be an occasion for board members to build trust and camaraderie.
A successful board meeting begins by clearly stating what the purpose of the meeting is before the board meets. This means sending a board package with all the information needed to conduct the discussion (no need to send more than what’s critical) and preparing an agenda that highlights the items most important to discuss.
Some boards employ Robert’s Rules of Order as a guide for conducting their meetings, however using this book isn’t required for every board. In general, only the chair is responsible for making sure that invitations go out in time and notes are made, and all necessary materials are provided to board members prior the meeting.
One of the biggest errors companies make is failing to prepare and distribute their board documents in time. You must communicate the objectives of the board meetings to all members prior to the meeting. This will allow directors to prepare for the meeting and ask questions. This lets you keep your meeting as brief as you can, and also save time for discussion. In fact If you have a snarky board member who insists on the inclusion of a long report on their agenda, schedule it last and at least one hour after any breaks.