boardchatroom.com/how-to-build-a-strong-board-of-directors

A well-designed agenda is crucial for efficient meetings. But, a meeting agenda alone doesn’t guarantee a productive discussion or decisions. To get the desired outcomes board members should be aware of common mistakes that impede the effectiveness of meetings and take steps to avoid them.

Too many topics on the schedule could lead to rushed discussions and a lack of time is given for each item. Prioritize your agenda according to urgency and importance. You can also consider the possibility of deferring certain topics to later meetings of the board or committee to have a more thorough discussion.

Set time limits for each agenda item. This will help your board stay on track and ensure that every issue is given proper consideration. You should be realistic with your time estimates. Take a look at previous meetings that were on schedule and consider what you could accomplish in a single meeting.

The agenda for the board meeting should be shared at least a few days, or at least 24 hours, before the meeting. This allows board members to read relevant documents prior to the meeting. Some organizations have a sign-in form to confirm attendance.

Define clearly how decisions will be made for each item on the agenda, for example through consensus or voting. This will prevent confusion and misunderstanding during the discussion. For instance, if a issue is controversial, be sure to clarify that the board will make an unanimous decision rather than a split vote.