It may seem daunting to plan your board meetings, but investing time and effort in advance will result in a more efficient and streamlined meeting. Using a board management system or a board portal program will make the process of preparing for meetings and organizing the materials required for it much simpler and also save much time in the end.
This will ensure that every person who comes to your board meeting be as productive, prepared and efficient as they can be. This is especially important for directors who are brand new or observers who may not be familiar with the company or its board or committee structures.
The first step is to review the minutes of the previous board meeting to determine what was discussed, what is left to be discussed and how you can structure the agenda for this board meeting. This will aid in focusing on the meeting’s objectives and establish an agenda to achieve them.
It’s also a good idea to send invitations for board meetings and to confirm RSVPs. This will ensure that everyone is on board even remote participants.
Then it’s time to go through any documents or reports that committee chairpersons or the executive team and other stakeholders prepared in advance. This will reduce the amount of preparation work for board secretaries and ensure that all the necessary materials are included in the meeting agenda for the board.
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