Planning and execution are the key to a successful meeting of the board. Keeping the board on track for an efficient and effective discussion, while limiting the time spent on non-board matters, is crucial. It may seem like an overwhelming task but with a bit of preparation and follow-up, you can run the perfect board meeting for your company.
Start at the right time. This will set the tone and show you respect for your fellow board members. It’s particularly important to start your virtual meeting on time and stick to the scheduled time. This will help ensure that there are enough attendees to have quorum. Quorum is the minimum number necessary to conduct business at the meeting.
Start the meeting by calling it to start. This will ensure that everyone is on one page and is ready to begin the meeting. Typically, this is handled by the secretary of the board and includes calling the names of every board member to determine who is present. This determines if there is the required quorum and whether not the meeting can proceed as planned.
Present a state of the Union It’s an excellent way to kick off the meeting and frame discussion to come. The C-level executives, including the CEO, should provide a brief overview of the present state of the company, including any challenges and opportunities for growth that have emerged since the last board meeting.
Time for new topics: It’s a good idea keep a few minutes available at the end of the agenda for any ad-hoc or new issues that are brought up during the meeting. This is a great way to ensure that all important issues receive the attention they need and that all relevant information is included in minutes of the board meeting.