The agenda for board meetings sets the tone and format of your board meetings. A well-planned agenda for your meetings can help you avoid common mistakes that can lead to poor decision-making and hinder productivity.
The first item on the agenda of a board meeting must be “Calling to Order and Time”. This is when the chairperson calls the board to take the order or introduces new members or gives other opening remarks. This is also the time to discuss any changes to the agenda as well as to take note of the previous minutes.
Each item on the agenda for a board meeting must include a brief description of what is expected during the discussion, along with the summary of any supporting information. The information is given in advance to help save time and ensure that all attendees are aware of the background information. It also keeps discussions focused and productive.
Prioritize your agenda items on your board based on relevance to the agenda, urgency and alignment with your strategy objectives. This will help you save time by avoiding wasting it on things that aren’t important or have little impact. If you have a lot of agenda items, think about organizing a follow-up or assigning them to committees that specialize in the subject to study in greater detail.
Finally, set realistic timeframes for each agenda item. This will stop discussions from getting out of hand and allow you to conclude your meeting in time. These timeframes should only be used as guidelines. It is acceptable to alter them if necessary during the meeting. For example, if you recognize that your board is likely to ask a lot of questions about a certain subject, you may be able to give it more time the next time.