http://www.myboardroom.info/5-points-to-include-in-the-board-information-packs/
Conducting a board of directors meeting can be a challenge and confusing, especially when there are a variety of views to consider. A board must come to consensus on various issues and this can be a challenge when some members have an active role while others are less involved. It can be difficult to keep the discussions on track, particularly when they are over their allotted time.
An organized agenda and a well-organized process for distribution of board documents are essential for conducting an effective board meeting. To ensure that every board member has all of the details they require to be able to participate, the best practice is for management to prepare an “board package” in advance and share it with everyone 3 to 4 days prior to the meeting. This allows directors to ask questions and discuss the background information with their peers before the board meeting.
A clear decision-making process is essential for conducting a successful board of directors meeting. It is crucial to clarify whether the board will make decisions by consensus or vote, and to set a timeframe. By taking the time to do this helps to ensure that all perspectives are considered, and also allows for open dialogue during meetings.
In the end, it is crucial for the board chair to actively facilitate discussions and encourage everyone on the board to be involved. It can be detrimental for the board if one or one or a small group of people dominates the discussion. This can lead to the absence of participation by others and result in poor decisions. To prevent this, at the beginning of meetings, the chair could introduce rules that favor concise remarks as well as equal airtime to every board member.
