The manner in which the board meetings are conducted has a major impact on the quality of the discussion and how effective they are. It is my sources essential to have clear expectations regarding the manner in which meetings are conducted and how they are conducted.
In general the board meetings should not be dominated by reading reports. Instead committee chairs should look over their reports prior to the time of the meeting and present them at the meeting. The board can then discuss each report, and the information contained in it in the context of the larger goals of the company.
Board members need to be able of speaking freely and freely to have productive discussions. This also means that they must respect the rights of others to speak at their own pace. Interrupting other board members, although there are exceptions, is generally regarded as unacceptable.
It is a common mistake to bring the topic or issue to discuss without a clear idea of what the board must be doing. This can cause the conversation to be a bit sloppy and long. Instead, begin with a general plan for action, and then let everyone discuss the pros and cons of each idea.
It is crucial to ensure that crucial details are not overlooked by having a board secretary, or an experienced individual, take notes at the meeting. It is also crucial to clearly communicate how the board will reach its decisions, whether through consensus or by voting. Also, who is responsible for preparing the minutes.
