How to Go About Preparing For Your Board Meeting

Preparing for your board’s meeting, whether you’re the chairperson or CEO, is essential to ensure it is running smoothly. Although it might appear counterintuitive to spend as much time in the preparation for the meeting of the board as you do to attend it having a well-organized agenda as well as a complete board book can reduce time in long run by helping to cut down on unnecessary conversations.

Making sure to clearly define the goals of each board meeting item will make it easier for board members to understand what is being discussed and how it affects their overall contribution to the company’s success. This is particularly beneficial for younger or less experienced board members who may be more difficult to understand complex discussions.

It’s also an excellent idea for each item in the board meeting to be given a rough time frame. This will allow the meeting to keep moving quickly and prevent board members being disqualified before the meeting’s end.

Make sure that the day before the meeting that the space is set up for the meeting and all catering arrangements are in place. Also, make sure directors who haven’t submitted their annual reports are given an opportunity to submit their reports by the deadline.

Also, prepare any packets of information that are to be distributed to board members prior meeting and review any additional meeting rules. It is recommended to distribute the packets 48 hours prior to the meeting so that board members can participate in discussions with a clear understanding during the meeting.

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