managing a board of directors is time-consuming, difficult and requires a lot effort. Many of the manual procedures that used to be necessary for distributing materials to the board, recording attendees, writing minutes, and arranging teleconferencing, have been digitalized. This makes it easier to plan for meetings.
The process of preparing for a board meeting begins with a thorough examination of the topics to be discussed. Make a draft agenda. This agenda should be sent to all attendees, and ideally include the financials of the company as well as any presentation material that will need to reviewed in advance. This allows your board members to be ready for discussion at the meeting, and eliminates the need to spend the majority of your board meeting arguing about details that could have been covered beforehand.
The pre-meeting packet should include any reports prepared by committee chairs or other members of the board in advance. It is also recommended to make any modifications, additions or corrections to the previous board meeting’s approved minutes and send them out to be reviewed and distributed. Also, make sure you write a draft of the current meeting’s minutes while they are fresh in your mind.
The day prior to your board meeting, make sure to remove any public notices about the meeting and verify that the meeting space is available as well as accessible and fitted with the AV equipment you require. Also, make sure that all directors are invited to the meeting and have a way to attend, either in person or via remote.
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