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Agendas are crucial for productive discussions and decision-making, whether your board meetings are in person or electronically. Board meeting agendas should be shared in advance along together with any supporting documents that allow ample preparation and discussion prior to the meeting. This will increase the productivity of meetings and ensures that meetings are efficient and effective.
The first item in the agenda of a board meeting should be an order. This could be a welcome from the chairperson, or introductions. It could also involve reading the mission and vision statement of the organization. It is also a good opportunity to review the meeting’s rules and procedures.
The next step is the approval of the minutes from earlier followed by the review and discussion on the committee’s current reports (e.g. governance financials, governance). This section should also include the executive director’s or CEO’s report on the organization’s progress and an assessment of the financial condition.
Dedicated time should be reserved for discussions on strategic planning and a closed meeting (if necessary) to discuss sensitive or confidential matters, as allowed by the organization’s bylaws and applicable laws. In addition it is recommended to provide space for guest presentations as well as open forum discussions on key agenda items.
Be sure to give board members the opportunity to address any concerns or questions throughout the discussion topics. If you notice that a topic takes up too much time, shift it to the next board meeting or put it off for further consideration. It is a good idea at the conclusion of the board meeting to have a discussion or open forum about the business issues the board wants to tackle going forward. This is also a great opportunity to announce new initiatives and to congratulate the board or celebrate the achievements of the organization.