Conducting board meetings is a task that requires attention to detail, careful pacing, and an awareness of how board members’ time is being spent. Board management software tools, such as portals, can assist in these efforts by facilitating the preparation of meeting materials and agendas prior to the time. This will increase the number of attendees and let board members review directives and decisions prior to the meeting.
The first step is to clearly communicate the process of making decisions to the board. By clearly stating if your board will be using consensus, voting, or other methods of making decisions, everyone will know what is expected at the time of the meeting. It also helps avoid confusion, such as when a director raises an issue that’s been discussed at a previous meeting.
After the old business is settled and settling the old business, the board then moves on to the new issues. It is essential to respect other members’ rights to conducting board meetings speak as with any discussion subject. Only one director can speak at one time, and they have to wait for their turn to be called upon by the chair. The chair also has to lead the discussion by facilitating conversations and making sure that everyone on the board is involved.
The board decides on the new item of business and then records its results in the minutes of the meeting. When a member is not satisfied with the vote, they may ask to reconsider the decision or the matter be referred to a committee for further consideration.