Board meetings are a major responsibility that requires careful planning, a steady speed, and a keen awareness of the amount of time used by board members. To help with this board management software tools such as a portal for board meetings can facilitate the preparation of agendas and other materials for meetings ahead of time, making them more accessible to directors, increasing the number of participants at meetings and allowing board members to review decisions and directives prior to the meeting.
The first step is to clearly communicate the decision-making process to the board. Clearly identifying whether your board will come to consensus, use voting or another method of making decisions will ensure that everyone knows what they are expected to do during the meeting. It also helps prevent confusion, such as when one director brings up an issue that has been discussed at a prior meeting.
After the old business has been settled before moving on to the new topics. Like all discussions it is important to respect the rights of the other board members to speak. The chair should limit one director to speak at a given time. The chair also has to oversee the discussion by facilitating conversations and ensuring that the entire board is present.
The board then votes on any new business item and records the results in the official meeting minutes. If a board member is unhappy with the result of a vote, they can ask for it to be reconsidered. They can also request that the issue be transferred to a committee for further investigation.