To develop an agenda for a board meeting that’s effective, you must be aware of the best practices. These are the ones that will make for a more collaborative and knowledgeable environment. In the hybrid workplace this includes using board-management software to ensure that meetings are effective and efficient regardless of geographical boundaries.
The agenda is the structure for meetings that defines discussion topics and time allocations. The agenda helps ensure that participants adhere to a regular flow and reduces the chance of off topic discussions delaying productivity. Furthermore, the structure demands an equitable distribution of speaking time so that all participants contribute to the making of well-rounded decisions.
If you’re hosting an in-person or online board meeting, it’s crucial to share the agenda of your board meetings with your board members prior to the meeting. This allows them to look over the meeting materials and prepare for productive discussions, like looking over the minutes from previous meetings or analyzing the financial statements. In addition, it’s helpful to include a section for reviewing membership management software and approving documents for the board whenever needed.
A well-planned agenda for board meetings also includes a section devoted to new business ideas which may include discussing and proposing future strategies or initiatives that are in line with your organization’s mission. It is also beneficial to include a section for older business items that may be ongoing projects or action items that require further discussion.
Prioritizing agenda items is vital because they should be determined by urgency and connection to the purpose of the meeting. Discuss with your board chair and other senior management officials to guidance in determining priority of the topics. Be open to making changes to the agenda if unavoidable circumstances or urgent issues arise.