A well-designed agenda for board meetings is an essential tool to ensure efficient meetings. A well-planned agenda doesn’t guarantee productive meetings or the decisions made. Board leaders need to be aware of the common mistakes that could hinder the effectiveness of meetings in order to achieve the desired results.
Too many topics to be discussed can result in rushed discussions, and not enough time is given to each item. To avoid this, prioritize items based on urgency and importance and consider if some topics can be delayed until committee meetings or board meetings in the future to conduct a more thorough investigation.
Set specific time limits for each agenda item. This will help your board stay on track and ensure that all issues are given the proper consideration. Be realistic with your time estimates and consider your past experiences of meetings that were scheduled to determine what is feasible within a single meeting.
It is recommended to share the agenda for board meetings a few days, or at least 24 hours before the meeting. This gives the board members a chance to review pertinent documents in preparation for a meeting. Some organizations provide the sign-in form in order to confirm attendance.
Determine clearly how decisions should be made on each item on the agenda, for example using consensus or voting. This will eliminate confusion and miscommunication during the discussion. If the topic is controversial or a hot button issue Make it clear that the board will take a unanimous vote rather than split votes.