The way the board meetings are conducted can greatly impact the quality of discussions and how productive they are. To maximize the value of each meeting, it is important to set clear expectations about how the meetings are supposed to function and how decisions will be made.
In general the board meetings should not be dominated by reading reports. Instead committee chairs should look over their reports prior to the time of the meeting and present them at the meeting. The board should then be able to discuss each report, as well as the information contained within it in relation to the larger goals of the company.
Board members need to be able to communicate openly and freely in order to have productive conversations. This means that board members must respect each other‘ rights to speak. While there are some exceptions however, interrupting other board members is generally regarded as in poor manner.
It is a common omission to bring the topic or issue to discuss without a clear recommendation of what the board should be doing. This can cause the discussion to be a bit sloppy and long. Start with a general idea and let everyone consider the pros and cons.
A board secretary or any other knowledgeable person to take notes during meetings can assist in ensuring that crucial information is not lost. It is essential to clearly communicate how the board will make its decisions, whether it is by voting or consensus and who is responsible for the preparation of the minutes.