Boards meet an average of almost 10 times a year, which takes a lot of effort and meeting preparation.
Given that 65% of these directors are also responsible for managing meeting logistics on top of their regular duties, they face significantly more responsibilities compared to their counterparts who are not involved in meeting preparation.
It is well-documented that an increased workload often results in decreased performance, diminished focus, and even missed deadlines. Therefore, this added pressure underscores the importance of time management during and after meetings so the directors can focus on critical matters.
In this article, we’ll explain how to conduct a board meeting, create a meeting agenda, and follow best practices for more productive meetings. Additionally, we’ll address the most frequently asked questions about board meetings, from the role of the president to offering guidance for newcomers on navigating these sessions.
The basics of running a board meeting: Roles and responsibilities
While most organizations follow a similar board leadership structure, each has unique missions and strategies. As a collective, the board selects and votes for individuals to fill four key roles: chairperson, vice-chairperson, secretary, and treasurer. Together, they form the executive committee and run executive session board meetings.
The executive committee’s duties include prioritizing issues for the entire board’s consideration, supervising board policies, and upholding strong governance practices. In larger organizations, there may be additional board members who serve as part of the executive committee, but the key roles — such as chair, vice-chair, treasurer, and secretary — are crucial for maintaining governance in virtually any organization.
Moreover, one of the committee’s key responsibilities is understanding how to call a board meeting.
Let’s explore the responsibilities of meeting participants in more detail.
President
The president is often, but not always, the highest-ranking executive in an organization. In many cases, the president and CEO roles are combined into a single position. However, it is also common for organizations to have separate presidents and CEOs.
The president is responsible for providing leadership and setting the tone for meetings. Typically, they lead the meeting, introduce agenda items, and ensure focus on strategic priorities.
As president, they also have the authority to call special meetings, represent the organization externally, and lead the board.
Chair
The chairperson or meeting facilitator is responsible for how board meetings are conducted. They keep things organized, adhere to the established agenda, and guide the board through the decision-making process. The board chair’s role involves setting the schedule for the next meeting agenda, introducing topics, and managing discussions among other members.
The chair also works closely with the executive director and other board members to ensure that everyone has the opportunity to speak, helps resolve conflicts, and keeps the meeting on track.
Vice-chair
In support of the chairperson, the vice-chair assists with leadership responsibilities and can assume the chairperson’s duties in their absence. They guide debates, ensure continuity, and may also have specific responsibilities related to committee leadership.
Corporate secretary
Another key role is that of the corporate secretary, who maintains records and ensures legal compliance during board meetings. The board secretary keeps records of board decisions and committee reports.
Tip: Read our dedicated article to learn how to write minutes in a meeting as a secretary.
Additionally, the corporate secretary ensures transparent board communication between board members, manages a consent agenda, and oversees legal and regulatory compliance.
Board member
Board members hold a vital role in shaping an organization’s strategies and policies. They participate actively in discussions, share their expertise, ask questions, and vote on key matters.
Moreover, board members represent stakeholders’ interests and are accountable for guaranteeing that the organization’s mission and values are maintained. They are also encouraged to provide feedback to other board members.
Treasurer
The treasurer oversees an organization’s financial matters, ensuring fiscal responsibility. Their duties include presenting financial reports, creating budgets, and developing financial strategies.
The treasurer also leads discussions on financial decisions and ensures that all financial management is transparent. In some cases, they may also chair the finance committee.
How to run a board meeting?
To ensure a well-organized meeting, it’s essential to address some common questions that arise during the planning process, such as:
- How to start a board meeting?
- How to handle board materials?
- What should be discussed at a board meeting?
- How to hold a board meeting?
- How to close the meeting?
We will now outline the essential stages for conducting a board meeting from start to finish.
- Useful reading: how long do board meetings last?
How to start a board meeting?
The board chair calls the meeting to order, extends a warm greeting to everyone, establishing a welcoming environment. It’s important to take the time to welcome any newcomers to the group and make them feel at ease.
At this stage, a thorough review of the meeting agenda is crucial, as it serves as an outline for the meeting’s flow. In addition, seeking board approval of the previous meeting provides consistency with their expectations and objectives.
How to handle board materials?
The corporate secretary must manage the minutes of prior meetings to maintain a proper historical record. Then, a secretary offers minutes for review and approval, along with previously discussed reports and minutes.
These materials may include budget reports, committee progress, and information on active initiatives. Using visual aids like charts or slides can significantly improve understanding and engagement among attendees.
What should be discussed at a board meeting?
The most common scenario of topics for board meetings includes discussing old, new, and other businesses.
- Old business refers to ongoing matters or decisions made in previous meetings that require follow-up or updates.
- New business encompasses fresh topics, proposals, or initiatives introduced for the first time.
- Other business is a catch-all category for any additional items or concerns raised by board members during the meeting.
Among these topics, other things can be discussed as the meeting progresses:
- Review of financial performance
- Operational updates
- Strategic planning and goals
- Risk management topics
- Human resources
- Legal and compliance matters
- Investor relations
- Corporate social responsibility initiatives
- Technology and innovation matters
Regardless of the agenda items, it’s crucial to set a stage for fruitful discussions. For this, create a comfortable environment where board members express themselves openly. Try to communicate on a human and personal level with board members.
As you navigate through the agenda, guide the board in making informed decisions by facilitating deliberations and fostering constructive feedback and debate.
How to manage action items in a board meeting
One of the most crucial outcomes of board meetings is the creation of actionable tasks, or action items, which drive progress post-meeting. These tasks are specific responsibilities that arise from the discussions and decisions made during the meeting.
To ensure effective follow-through, it’s essential to define these action items clearly. To optimize this process, consider the following steps:
- Identify action items. During the meeting, pinpoint specific tasks or decisions that require further action.
- Assign responsibilities. Determine who is best suited to carry out each action item.
- Set clear deadlines. Establish realistic timelines for completion.
- Document action items. Create a detailed record of assigned tasks and due dates.
- Use visuals. Consider using visual aids such as task lists and Gantt charts to organize and manage the action items.
How to close the meeting?
Just as a strong opening sets the tone for a productive board meeting, a well-executed closing ensures that the meeting’s outcomes are clearly understood and actionable. As the board meeting wraps up, it’s essential to recap the key decisions and tasks agreed upon. This summary ensures that all participants have a clear understanding of their responsibilities moving forward.
Additionally, it’s important to confirm the date and time of the next meeting, as this sets the course for future teamwork. Consistently holding meetings on a regular schedule keeps things moving forward and ensures effective governance.
Useful reading: For further insights on how to measure board effectiveness, read our dedicated article.
The significance of Robert’s Rules of Order in running board meetings
Robert’s Rules of Order are a set of legislative processes and standards designed to help organizations conduct more effective board meetings. They also provide a structure for how to run a board committee meeting. These rules were devised in the 19th century by Henry Martyn Robert and have since become widely recognized in governments, nonprofit board meetings, and businesses.
The important of Robert’s Rules of Order in ensuring a smooth board meetings can be summarized as follows:
- Structure and organization. Robert’s Rules offer a structured blueprint for productive meetings, keeping it from going into chaos and covering all agenda items. This clarity helps board members know what to expect and when to take part.
- Fairness and equity. These guidelines also emphasize fairness and ensure that every member has an opportunity to voice their opinions. Also, the majority agreement reaches the decisions. They prevent a small group from dominating discussions and make sure minority viewpoints are respected.
- Orderly conduct. Robert’s Rules establish a set of procedures for addressing issues, making proposals, and managing debates. This prevents disruptions and ensures board meeting protocol stays on course.
- Efficiency. These rules simplify decision-making, especially in larger organizations and government bodies. In essence, Robert’s Rules act as a roadmap to well-run board meetings.
To effectively run a board meeting according to Robert’s Rules, it’s important to understand the key processes such as making motions, debating them, and taking votes. Here’s a rundown of the most important meeting rules and procedures from Robert’s Rules of Order:
- Motions. A motion is a formal proposal made by a board chair or member to initiate a specific action or decision. Typically, one member proposes a motion, another seconds it, and then the board debates and votes on it. Common examples of motions include “approving the minutes” or “allocating a budget.”
- Debate. When a motion is presented, board members have the chance to discuss it, following the rules about who can speak, and the duration of their speech. This discourse guarantees that all important points of view are taken into account and the board maximizes accuracy.
- Voting. Following the discussion, a vote is held to decide on a motion. There are several forms of voting, such as voice votes, show of hands, and secret ballots. A majority vote is the most usual rule, however, some motions may require a two-thirds majority.
- Amendments. These are adjustments that board members can make to motions. However, there are strict guidelines for when and how modifications can be proposed, debated, and voted on.
- Quorum. To conduct business, a certain number of members must be present. No decisions may be made if a quorum for a board meeting is not present.
Eight best practices on how to run a great board meeting
If you’re wondering how to lead a board meeting effectively follow these eight practices:
- Get to know your board members. To improve communication with your board members, understand their backgrounds, expertise, and expectations related to the board’s goals. Consider using visual aids like one-pagers with key member information to educate yourself more efficiently.
- Craft a clear meeting agenda. Create a clear and simple agenda, describing precise objectives and setting time restrictions for each item. Then, distribute this agenda in advance to give your board members plenty of time to prepare. Consider using a timeline to visually illustrate the meeting’s flow.
- Follow up and assign action items. After the meeting, promptly summarize decisions, assign responsibilities, and establish deadlines. Consider using visual project management tools to track progress of action items.
- Evaluate for inclusivity. Establish an inclusive climate in board meetings where all members feel comfortable sharing their honest opinions. Encourage feedback after each meeting to collect insights for future meetings.
- Encourage active participation. Productive board meetings require everyone to respect the input of all members. To encourage active participation, reach out to colleagues who might be less vocal in sharing their thoughts.
- Respect diverse opinions. It’s essential not just to tolerate differing viewpoints but to genuinely value them. To ensure that all viewpoints are considered, use tools like decision matrices or SWOT analyses.
- Time management. Assign dedicated time slots for each agenda item, stick to those time limits, and utilize visual tools like countdown timers. For longer meetings, it’s a good idea to schedule short breaks.
- Seek feedback and keep improving. Continuously evaluate meeting effectiveness by soliciting participant opinions and making necessary adjustments.
How iDeals Board improves board meeting preparations
Conducting a board meeting comes with a range of technological challenges. To address them, iDeals Board offers specialized board portal software and ongoing support designed to streamline the process:
- Dashboard. It offers real-time overviews, highlights tasks, tracks updates, and promotes collaboration. With this, meeting preparations have become easier.
- Meeting minutes creation. This feature integrates note-taking with meeting and voting session management. Export minutes in PDF or DOCX, upload external minutes, and timestamp approval for transparency.
- Meetings list. With a meetings list, you can set up a meeting quickly with pre-filled details, group participants, and easy access to upcoming, past, and bookmarked meetings. It also has automatic time zone detection, customizable notifications, and integrations with Zoom and Microsoft Teams.
- Voting. This feature allows for both unanimous approval and individual voting, supports multiple motion voting, and provides a clear, real-time display of voting results.
- Agenda builder. It allows you to pre-set common agenda items and sub-items, attach relevant documents and links to agenda topics, and even specify the duration of each item. Custom notifications for agenda publishing keep all participants informed and organized throughout the entire process.
Key takeaways
Now, let’s quickly summarize the conclusions of the article:
- Board leadership typically includes a chair, vice-chair, secretary, and treasurer who form the executive committee responsible for efficient board meetings.
- Transparency is essential, especially for nonprofit organizations, since it fosters trust, attracts funders, and assures accountability.
- Ensure accurate record-keeping by presenting previous meeting minutes for review and approval. Additionally, provide comprehensive reports on ongoing projects, financial performance, and committee activities.
- Running a board meeting involves several stages: opening the meeting, handling minutes and reports, discussing the matters and decision-making, setting action items and responsibilities, and closing the meeting.