Planning a board-level meeting that’s lively and productive requires planning. You must get everyone in the room at the right time, ensure timely distribution of agendas and other materials and establish the appropriate amount of time for meetings, and ensure that all participants have access to the required resources.
Achieving these goals requires lots of planning, including choosing a date and time that suits enough members to form a quorum as well as their calendars. You’ll need to send a formal invitation to the meeting with a board book which contains all the information and reports that your members require for each item. The board book should be distributed at least a few days before the meeting to ensure that everyone can go through it and feel at ease for the discussion.
Ideally you should limit your meeting to just two and a quarter hours. This will let your board members that you value their time and will prioritize productive, impactful discussions. This will also help keep them focused throughout the meeting. It can be challenging in the event that topics last longer than planned or the board is discussing unplanned issues.
Another key to energizing the meeting is to stick to the agenda as closely as possible. It can be a frustrating experience for everyone involved if they have spent time preparing the meeting only to have it diverge from the subject. This could be due to poor planning, off topic conversations or a dominant personality.
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