Preparing for your board meeting is a crucial process that can ensure an efficient boardroom discussion. The steps involved in this process could be overwhelming when they are not completed regularly, but the end result is well worth the effort.
Develop the agenda for the board meeting with the board chair and CEO/executive director at least a week before the meeting is scheduled to take place. Be aware of the expected attendance, the division of items and ways to encourage discussion. Also, create the list of committee chairmen and directors who will have to provide reports to the meeting. Ensure that they are given a deadline for completing the report. They should also provide an outline of topics they’ll be asked to discuss at the meeting.
Create the materials for board meetings, including the finalized meeting agenda, financial and managerial reports and committee reports, as well as previously completed minutes of the meeting. Then, distribute these documents to all attendees of the meeting in a timely manner. If your company uses an online board portal to distribute meeting materials it should be simple.
Discuss the best method of addressing any hot-button issues that arise in the boardroom. The sharing of these issues ahead time can reduce the risk of making the meeting a finger-pointing session on one issue, and let the board explore a variety of solutions.
Confirm that any necessary meeting equipment is in place and will be available for the board meeting. Make sure that any catering arrangements are made and ready to be picked up the day before the board meeting.
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