A board meeting is a strategic decision-making session for the company that evaluates its previous performance, engages in discussions and approves the plans of actions to support the company during its various phases of growth. These plans are typically for new policies or projects or expansions that require coordination between various departments and teams within the company.
A well-planned agenda is crucial for successful board meetings. This helps everyone be on the same page when discussing the topics. It also prevents distractions from unrelated discussions and unnecessary chatter. The addition of a “parking lot” at the end of the agenda is an additional option to set less important topics to the side, allowing the most important issues to be discussed first.
Participants must also remain focused on their work. If an Board Member is interrupting other members or is acting in an unprofessional manner it’s the Board Chair’s duty to restore the order. This could involve temporarily suspending the meeting until the offending individual has calmed down, or permanently adjourning it should such behavior persist.
Recording and preserving detailed minutes is vital to every board meeting. The secretary of the board or minutes keeper is responsible to record every discussion or decision in a way that is easy to comprehend. This includes the specifics of all motions, such as the person who backed them, and whether they were voted on by voice or count. The minutes will provide an explanation of any dissenting vote.