A well-planned agenda for board meetings is a crucial tool for effective meetings. However, a simple agenda is not a guarantee of productive discussions or decisions. To get the desired outcomes Board leaders must be aware of common mistakes that undermine the effectiveness of meetings and act to avoid them.
Too many topics on the agenda leads to rushed discussions as well as insufficient time for each item. To prevent this, it is important to prioritize items according to importance and urgency. You can also think about whether certain topics could be moved to committee sessions or future board meetings for a deeper exploration.
Set time limits for each agenda item. This will ensure that your board remains on the right track and all issues are taken into consideration. Be realistic when you make your time estimates. Examine past meetings that were on time and consider what you could accomplish in a single meeting.
It is recommended to share the agenda for board meetings at least a few days, or at least 24 hours, in advance of the meeting. This gives board members an opportunity to review relevant documents prior to the meeting. Some organizations visit the website also include a sign-in sheet that confirms the attendance of every attendee.
Define clearly how decision-making should occur for every agenda item, such as by consensus or voting. This will reduce confusion and miscommunication during the discussion. If a topic is controversial or a hot-button issue be sure to state that the board will vote in unison instead of dividing votes.