The manner in which the board meetings are conducted has a major impact on the quality of the discussion and how productive they are. It is essential to have clear expectations about how meetings will function and how they will be conducted.
In general, board meetings shouldn’t be focused on reading reports. Instead, the chairs of committees should go over their reports before they present them at the time of the meeting. The board will then be able to discuss each report and the information it contains in the context of the larger goals of the business.
Board members must be able to talk openly and freely in order to have productive conversations. This also means that they have to respect the rights of others to speak in turn. Interrupting other board members, though there are exceptions, is generally considered poor manners.
It is a common omission to bring the subject to discuss without a clear idea of what the board should be doing. This can cause the discussion to feel stale and long. Instead, begin with a general proposal for action and then let everyone weigh in on the advantages and disadvantages of each idea.
A board secretary or another knowledgeable person to take notes during meetings can ensure that important information is not lost. It is crucial to be clear about how the board will take its decisions, whether it is by voting or consensus and who is accountable for the preparation of the minutes.
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