A board meeting agenda is a document that can aid you in keeping your meetings productive and on track. When it comes to maximising the time that your board members spend together it is more about substance than fashion.
Start with a call to begin and an introduction from the facilitator or the chair of the board to officially open your meeting. You can then accept the minutes of the previous meeting or the financial report. You might also go over committee updates or other administrative tasks. Next, it’s often recommended to set aside a section for strategic planning discussions or other governance issues. It could also be beneficial to include an executive session on sensitive or private topics when it’s permitted by the organization’s bylaws as well as applicable laws.
Pay attention and take note of each point. If you have any questions or concerns regarding any aspect of the presentation Be sure to raise questions and let your fellow board members to respond. Be careful not to get off topic and discuss issues that aren’t on the agenda. This can take up the time of meetings and distract from the most important topics on your board’s agenda. To prevent this from happening you can add an „parking lot” item at the end of your agenda to encourage random topics that require more attention later on.
Last but not least, ensure that you inform your board of the agenda at least a week before your actual meeting. This will allow everyone plenty of time to review and plan for the meeting. It’s also a good idea to include the meeting agenda with any supporting documents that board members require to fully comprehend the subject in question.
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