If you’re running an existing board or preparing your first one, you must set your board up for success by having the right process. This article will outline general board meeting procedures to help you manage meetings efficiently.

Board members should read the board papers in advance and ask questions. This is a crucial step to keep meetings focused and on time. If you allow members to ask questions that are not answered in the board package they will delay the meeting and will leave less time for the agenda items that are most important. Additionally, members must be willing to disclose any conflicts of interest which could impact the discussion.

The chair of the board should start the meeting by highlighting the primary elements of the meeting and also the highlights from the calls which were conducted prior to the meeting, and the board package. This helps to orient everyone in attendance and draws them into the discussions.

If a motion is made and the board members discuss the subject in accordance with strict guidelines regarding who is allowed to speak and the length of their speeches. This ensures that all views are equally weighted and the board can reach a consensus. It is crucial to respect other members during debates, by not interruptions and slamming speakers directly.

After the discussion The board votes on the motions and decides what actions to take. The company secretary then writes up the minutes of the board meeting, and then sends them to all the attendees. The minutes can be approved at the next board meeting or changed if needed.

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