Board meetings are where ideas for the company’s growth are discussed, presented and finally decided upon. These deliberations are not conducted in a vacuum. They must be guided by the established rules for board meetings to ensure that discussions stay on track, make sure that all directors are equally heard and that everyone can comprehend any decisions made.
It is important to have an agenda that is clear. It should be communicated to all directors before the meeting so that they can prepare for the meeting. The agenda should include all committee or staff reports, as well as any urgent issues that must be addressed at the meeting.
It is also crucial to determine the location and time of your meeting so that it is compatible with the directors’ schedules. This will help ensure there is a quorum present and also to ensure that you get the most out of your board meeting by allowing as many members to attend as much as possible. You should also consider how accessible your meeting room is, particularly when there are members with disabilities or other accessibility issues.
Also, your board meeting should be governed by clear rules for the use of video and audio recording devices. It could be limited to a certain area within the building, or to just one camera on tripod. What is considered to be a reasonable limit will vary from business to business, but establishing these clear guidelines will help prevent the meeting from turning essential board meeting procedures and rules into conversations that occupy valuable time for discussion.