Conducting a Board of Directors Meeting

Conducting a board meeting can be difficult and confusing, especially when there are multiple viewpoints to consider. A board has to reach agreement on a range of issues, which can be challenging when some members have an active role while others are less involved. It can also be difficult to keep discussions on the right track and on time, especially if the board runs beyond its allotted time.

A well-written agenda as well as a streamlined distribution process of documents for the board are essential for a successful board session. To ensure that every member of the board has the necessary information required for participation, the best practice is for the board's management to create the “board package” in advance and share it with everyone 3 to 4 days before the meeting. Directors can then ask questions and discuss details with their peers before the board meeting.

A clear process for taking decisions is essential for a successful meeting of the board. It is essential to define whether the board will make decisions by consensus or vote, and to establish the timeframe. This will allow for an open discussion and ensures that all viewpoints are considered.

It is also important for the board chair to actively facilitate discussions and to encourage all board members to take part. When one or a few members dominate the discussion, it can stifle the involvement of other board members and can lead to ineffective decisions. To avoid this, the chair can introduce ground rules at the beginning of the meeting that encourage concise remarks and equal airtime for all members of the board.

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