A well-planned agenda for the board is essential to a productive meeting. The structure of the agenda and how it is delivered can determine the outcome of a meeting. Establishing and adhering to a format that the board chair can adopt will simplify the process of planning and running a meeting for the board. It also helps the board to maintain the focus throughout the meeting, so they don’t get lost in conversations which aren’t relevant to the goals of the organization, or waste time on topics which can be handled by committees.
Most of the board meeting agenda should be devoted to generative discussions and important subjects. This could include forward-thinking and relating to strategic goals or new information and data. To keep discussions and the board focused, it is recommended to eliminate reports and old business that isn’t strategically relevant from the agenda. If it is necessary to include these items, they should be placed at the end of the board meeting so that they don’t take up too much of the board’s time.
Board members should receive the full board meeting agenda well ahead of time to allow them to familiarize themselves with the issues and topics to be discussed. This will help them prepare for the meeting, and also provide them with an idea of what other members of the board plan to discuss. This level of transparency can help the board stay focused and well-organized during the meeting and can also serve to reinforce the importance of attending in person.
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