Preparing for your board meeting is an essential process that can lead to an effective boardroom discussion. The process can seem overwhelming if you don’t do it regularly however, it’s well worth the effort.
Create the agenda for the board meeting together with the chair of the board as well as CEO/executive director at least a week before the meeting is scheduled to take place. Be aware of the expected attendance and the order of the agenda and strategies to stimulate discussion. Make a list for the directors and committee chairpersons who will be required to submit reports at the meeting. Set an deadline to complete the report, and also outline the topics to be discussed at the meeting.
Gather the materials for the board meeting including the meeting’s finalized agenda as well as the financial and managerial reports and committee reports, as well as official site previously completed minutes of the meeting. Make sure that these documents are sent to all attendees in the quickest time possible. If your business uses an online board portal to distribute meeting materials, the process should be seamless.
Examine any hot potato issues that have been identified and discuss the best strategy to address them in the boardroom. Sharing these issues ahead of time will limit the possibility of turning the meeting into an ego-driven discussion on an issue that is not discussed and will allow the board to consider a variety of solutions.
Check that all meeting equipment will be delivered and ready for the board meeting. Also, ensure that all catering arrangements have been completed and are ready to be picked-up the day prior to the meeting.
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