When it comes to board meeting success, the tone set in the room matters as much as the content. Board members are involved in the success of your company and will likely be willing to listen intently when they are engaged during the discussion. Use these suggestions to energize and run an effective board meeting:
Make a clear agenda and distribute it to all attendees. Include time limits specific to each discussion item in order to keep the meeting moving along and avoid getting distracted. Limiting discussions to 30 minutes each will prevent the board from becoming overwhelmed by non-essential topics.
Facilitate the meeting as easily for your board as possible. Ask them to turn off any notifications and shut down all programs that could affect the bandwidth of their computers if you’re hosting an online meeting. This will ensure that the meeting runs smoothly and that everyone can be heard and seen clearly.
If appropriate, provide refreshments. This is especially important for a meeting held after dinner a day’s work and will allow your board members to stay focused and energetic.
The meeting should begin by sharing an inspirational story that will remind your board about the organization’s current initiatives and the purpose. This will also motivate them to keep working towards the organization’s goals. Don’t forget to ensure that you have an adequate quorum for all attendees before opening the meeting. This is an important aspect that could have a huge impact on the outcome of the meeting. This is usually done through an “roll call” in which each participant raises their hand when their name is announced.
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