A board meeting agenda is the basis for productive discussion and efficient decision-making. The best way to prepare an effective board meeting agenda is to follow an outline and format and have the most important sections being listed at the top of the list. The most commonly used sections of a meeting agenda include a call to order and the approval of minutes from the previous meeting, committee reports and new and old business.
Ensure that your board agenda includes the supporting materials for each item listed. This will ensure that all participants know the topic being discussed and allow them the chance to go over the information prior to the meeting. Set time limits for each item of the agenda to ensure that meetings don’t get too long and important issues aren’t rushed or ignored.
Designate someone to create the agenda for the board meeting. The agenda should be prepared by someone else and distribute it to other board members well prior to the meeting. This gives them the chance to review the agenda and prepare their responses.
The meeting should begin by calling it to the order. This gives the chair of board to welcome attendees and provide an update on the preparations. Then proceed with the approval of the minutes from the last meeting and then a review of the agenda’s changes that have been received by board members after it was circulated. The meeting is then followed by an allocated section for strategic planning as well as a closed executive session (if necessary). The meeting is then adjourned.
