Board meetings vary widely in how they’re conducted – from the formal (aligning every name to that of their official titles, seated in a boardroom governed by strict rules and rigorous procedures) to the more casual (meetings may take place at any time from coffee shops to members’ homes). They can be closed to the public or open, and they’re able to make decisions in a variety ways.
The most important requirement for the board meeting is that members have a clear understanding of the process by which decisions must be taken. It could be as easy or as complex as choosing to implement a formal voting system that has a predetermined requirement for majority.
The agenda is the next essential element of a meeting. It should include the topics to be discussed. It is typically distributed well before the meeting to give attendees time to prepare for discussion. The agenda should strike the right balance between reviewing past performance and setting future goals. It should also include time for addressing day to issues of the day, but it is essential that the focus be on strategic discussions and not simply reviewing the past.
It is also important that the chair is able to lead the board effectively. This means that the chair must ensure that the meeting starts promptly, that everyone has enough time to discuss all the items and that any questions are answered. The chair must ensure that the board isn’t distracted and that the discussion is beneficial for the organisation. The chair should facilitate discussions and allow a broad range of opinions to be heard, and may alter the order or eliminate items from the agenda if needed.
board meeting attendance requirements