If you're a manager of an existing board or planning to create your first one, you need to set your board up for success by having the right procedure. This article outlines the general rules for rules for meeting on the board to help you run meetings efficiently and ensure that all the important issues are discussed.
Board members should read the board's documents prior to the meeting and ask questions. This is an important step to keep meetings on schedule and focused. If you allow participants to ask questions that are not answered in the board's package, they will slow the meeting down and will leave less time for the key agenda items. Members should also be prepared to declare any potential conflicts of interests that could influence the discussion.
The chair of the board must open the meeting by highlighting the primary points of the meeting, as well as the highlights from the meetings that were held prior to the meeting, and the board package. This helps to guide the attendees and draw participants into the discussions.
When a motion is put forward the board members debate the subject in accordance with strict rules regarding who can speak and how long their speeches. This ensures all opinions are equally weighed and the board is able to reach a consensus. It is important to respect other members during debates, by not interruptions and slamming speakers directly.
After the discussion the board takes a vote on motions and decides the next step. The company secretary then drafts the minutes from the board's meeting and sends them to all attendees. The minutes are then approved at the next board meeting, or altered if necessary.
