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The process of conducting a board of directors meeting can be difficult and complicated, especially when there are a variety of opinions to take into consideration. A board must come to consensus on a variety of issues, which can be challenging when some members take an active role, while others are less involved. It can be challenging to keep the discussions on track, particularly when they exceed their allotted time.
An organized agenda and a smooth procedure for distribution of board documents is crucial to conduct a successful board meeting. Management should prepare the “board packet” and distribute it to the board members 3 to four working days prior to the meeting. This will ensure that everyone is provided with the necessary information for participation. Directors have the chance to discuss key details with their peers and ask questions prior the board meets, which allows the majority of the meeting to be used for strategic discussions.
A clear method for making decisions is also crucial to an effective meeting of the board. It is beneficial to define clearly the criteria for whether the board makes decisions by consensus or voting and to set a timeline for when decisions will be made. This ensures a free dialogue and ensures that all viewpoints are taken into consideration.
It is also crucial that the board chair actively facilitates discussions and encourages all members to take part. It can be detrimental for the board if a small group of individuals dominates the discussion. This could result in an absence of participation from other members and ineffective decisions. To avoid this, at the beginning of meetings, the chair could introduce rules that encourage short remarks and equal airtime to every board member.
