The board of an organization is integral to its success. Board members uphold the mission of the organization, address issues that arise, and make key decisions about the organization’s activities. Because the board may not meet more than a few times a year, it is essential that board meetings run efficiently and effectively. Capital Association Management organizes board meetings for three clients, and our staff has learned from experience how to make these meetings run as smoothly as possible.
Preparing the Agenda
Much of the work that goes into making a board meeting run smoothly happens long before the board members gather. The first step is to prepare an agenda for the meeting. To start, review your minutes from the previous meeting, as well as any action items, notes, or other materials. This will give you a sense of the board’s current priorities and any action that was taken that may require an update. When preparing the meeting agenda, try to sort all of the items in order of importance and assign them approximate discussion times. This will help you to organize the order of the meeting.
Organize the meeting agenda in order of importance. Our meetings start with roll call, a review of the organization’s mission, and approval of the minutes from the previous meeting. This is followed by the most important item on the agenda, and the rest of the topics are organized in descending order of importance. Covering the most important items first ensures that they receive appropriate attention, as board meeting days can be long and members can start to get tired and disconnect as the day goes on.
If you are planning an in-person meeting, consider board members’ travel itineraries when determining the meeting order. It is also important to think about potential breaks in the meeting, including any guest speakers, mealtimes, or other planned activities. Plan the agenda so that guests can address any business that is relevant to them in one segment and don’t have to join multiple times. Also try to organize discussion items so that the board can reach a logical stopping point leading up to a break, rather than pausing in the middle of a discussion.
When the agenda is complete, send it to the board president for review. This will eliminate any surprises for them. The president can also provide valuable feedback on the schedule and the importance of certain items from an inside perspective.
Compiling the Board Package
As the meeting date approaches, start gathering materials for the board package. This is another essential component of an effective board meeting. Our board package contains the approved agenda, minutes from the previous board meeting, any new business to be addressed, and reports from various departments: membership, finance, marketing, meetings, and any other relevant reports for board members to review. We also include committee rosters, organization bylaws and policies, and any other reference documents that might be helpful during discussion.
Once you have gathered all of the materials, set aside a full day to review the completed board package before you distribute it. Go through the entire document, paying close attention to details — make any last-minute changes, verify that everything is included and in the correct order, test links to websites or virtual meetings, and finalize formatting such as page numbering, bookmarks, and the table of contents.
Distribute the board package to all meeting attendees one to two weeks before the meeting. This gives them time to review all of the materials and prepare anything that is required of them before attending the meeting.
Other Meeting Preparation
In the days leading up to the meeting, review everything carefully so that the meeting can run as smoothly as possible. Review the final board package again, as well as any presentations or videos that will be part of the meeting. Whether your meeting is in-person, virtual, or hybrid, it is crucial to make sure that all of your technology is operating correctly because you don’t want to waste valuable meeting time on technical difficulties.
Familiarize yourself with everything in the board package so that you can plan ahead. Based on the information in the board package, try to anticipate key questions that board members might have during the meeting. Take the time to think about your answers to these potential questions — if the board will likely ask for your opinion on a decision, have a recommendation at the ready. Having prepared answers can help streamline the discussion and gives you time before the meeting to gather any data needed to back up your recommendations.
During the Meeting
All of this preparation should set you up for a smooth and successful board meeting, but there is still plenty to do during the meeting itself. Taking detailed notes is especially important. Keep track of any business that is addressed during the meeting, including updates on ongoing projects and new projects that are introduced. Make note of questions that are raised that may require a follow-up later, as well as any decisions that the board makes. The more detailed the notes, the easier it will be to write minutes after the meeting. Keep minutes from previous meetings on hand in case you need them for reference. You should also update the action item tracker with any assignments for staff or board members.
After the Meeting
After the meeting ends, we recommend a debrief with other staff in attendance. Compare notes, discuss any decisions reached, and make a plan for tackling your action items. Later, compile your notes and turn them into meeting minutes. These should include a list of meeting attendees, a record of any votes and decisions made (including each board member’s vote), and important status updates from committees or departments such as membership and finance. The minutes are a record of the meeting that can be referenced at future meetings and beyond, so be sure to include the most important items. Give the president an opportunity to review the minutes first, then distribute them to the board no later than 14 days after the meeting.
Board meetings are essential to the ongoing success of your organization, and they can be challenging to execute. However, with the proper preparation, you can ensure that your organization’s board has productive meetings that foster discussion and collaboration.
Need help managing a board meeting? Contact CAM’s knowledgeable staff today!
