How your board of directors conducts its meetings plays a major part in the efficiency and productivity of your board. To maximize the impact of every meeting, ensure that all board members are aware of what is expected. This includes establishing and maintaining clear guidelines for decision making and adhering to the voting guidelines, and accurately documenting decisions using accurate minutes.

A productive board meeting begins with a well-planned agenda. Set time limits for each agenda item, and think about using visual tools such as countdown timers to enable everyone to manage their time efficiently. Avoid burying the agenda in lengthy reports and updates that will bore your board members, and prioritize the discussion of key issues to be discussed at the top of your agenda.

Make clear how your board makes its decisions. Consensus discussions are ideal however, formal voting is also acceptable if it is needed. Either way, make sure everyone is aware of the process used to make decisions prior to each meeting so that there are no surprises.

Detailed minutes are a critical aspect of the success of any board meeting and a reliable secretary is crucial. Make sure the person responsible for taking notes is properly trained and a committed member of your board. Make sure that the secretary of the board takes notes on every topic relevant to the board including important information from the committee reports and officer reports. Then, quickly and accurately summarize all decisions taken at the meeting in the minutes of your board and assign the responsibilities for action items and follow-ups.

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