It can be a bit confusing and challenging to conduct an executive meeting, especially when a variety of perspectives are being taken into consideration. A board needs to come to a the same conclusion on a wide range of issues and this can be challenging when some members are more vocal whereas others are less involved. It can be a challenge to keep the discussions on track, particularly when they go over their allotted time.
A well-organized agenda and a smooth process for distribution of board documents are essential for conducting an effective board meeting. Management should create the “board packet” and distribute it to all board members 3 – 4 working days before the meeting. This will ensure that every member has the information needed to be able to take part. This will allow directors to ask questions and discuss background information with their peers prior to the board meeting.
A clear process for making decisions is also crucial to an effective meeting of the board. It is essential to clearly state the process for making decisions based on consensus or votes and to establish a timeline for when decisions will be made. By taking the time to do this helps ensure that all viewpoints are considered and permits open dialogue during meetings.
Additionally, it is essential for the chairperson of the board to actively facilitate discussions and encourage everyone on the board to be involved. It can be detrimental for the board when one or only a few people dominates the discussion. This could result in an absence of participation from other members and a lack of effective decisions. To prevent this, at the beginning of meetings, the chair can introduce rules that favor short remarks and equal airtime to each board members.
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