Conducting a board meeting can be a challenge and difficult, particularly when there are a variety of viewpoints to consider. A board must reach agreement on a variety of issues which can be difficult when some members are more vocal than others aren’t as involved. It can also be difficult to keep discussions on schedule and on time, especially if the board runs over the allotted time.

A well-planned agenda and a well-organized procedure for distribution of board documents is essential for a successful board meeting. Management should draft a “board packet” and distribute it to the board members 3 to 4 working days before the meeting. This will ensure that each board member is provided with the necessary information to participate. This allows directors to ask questions and discuss details with their peers prior to the board meeting.

A clear decision-making process is also essential to conduct an effective board of directors meeting. It is crucial to clarify whether the board will take decisions by consensus or vote, and to establish the timeframe. This facilitates an open discussion and ensures that all perspectives are taken into consideration.

It is also essential that the chair actively facilitates discussions and encourages everyone to take part. If one or a handful of individuals dominate the discussion, it can stifle the involvement of other board members and cause ineffective decisions. To avoid this the chair should establish rules of conduct at the beginning of the meeting that encourage concise remarks and equal time for all members of the board.

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