A successful board meeting will result in improved decision-making, increased productivity and time-management skills and enhanced collaboration, bringing companies closer to their goals. But, running a successful and efficient meeting requires a flexible agenda structure, a suitable template for a board book and clear governance procedures.
Set clear meeting objectives and make them clear to members ahead of time. This will help everyone plan and prioritize topics for discussion and avoid meetings that are too long and ineffective. Concentrate on the issues rather than updates. Also, make sure that meetings do not exceed 30 minutes per topic This helps keep discussions moving and minimize the fatigue of meetings.
Make clear the way in which decisions will be taken during the meeting. Encourage an open dialogue, respecting differing opinions. But be honest about difficult issues and bad news. If a formal procedure for voting is required, ensure the procedure is clearly explained and that a certain number of votes are required to make a decision. Voting results are then recorded in the meeting minutes that allow monitoring and accountability.
After the meeting has concluded, re-cap all of the decisions taken and make action items for the chief officers to present to their departments. This will help reinforce the new strategies agreed on and ensure that each department is implementing these goals. In subsequent meetings, you will review and evaluate the actions taken to create a culture that is based on accountability.