A well-planned agenda for board meetings is an essential tool to ensure effective meetings. However, a simple agenda does not guarantee productive discussions or the ability to make decisions. In order to achieve the desired outcomes Board leaders must be aware of the common mistakes that undermine the effectiveness of meetings, and take the necessary steps to avoid them.
Too many issues on the agenda can lead to rushed discussions as well as insufficient time for each item. Prioritize items according to urgency and importance. It is also possible to consider moving certain topics to future board meetings or committee meetings for a more in-depth discussion.
Set time limits for each item on the agenda. This will help your board stay on track and ensure that all issues are given the proper consideration. Be realistic with your estimations of time and examine your past experience of meetings that ran on schedule to determine what is truly feasible in one meeting.
Share the board meeting agenda for a few days, or at least 24 hours, prior to the meeting. This gives board members a chance to review relevant documents before the meeting. Some organizations also include the sign-in sheet in order to confirm the attendance of all attendees.
It is important to clearly define how decision-making will be conducted for every agenda item, for example through consensus or vote. This will eliminate confusion and misunderstanding during the discussion. If the topic is controversial or a hot button issue It is important to make it clear that the board will vote in unison rather than split votes.
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