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Board meetings often overrun. It’s always hard to accommodate the necessary people in a limited amount of time. Though it’s possible to keep things unstructured to save time, the best way to maximize efficiency, productivity, and accuracy is to establish a focused board meeting agenda.

The Structure of The Agenda

A typical board meeting agenda usually starts with a heading identifying the people in attendance and detailing the location and time of the meeting. Your business plan should have a clearly defined purpose – and you can ensure that by using Roman numerals to outline your plan structure. Before you take action, you should create an agenda template.

Heading
Name of Company, Address, Time, Date, and Venue of Meeting.

Call to Order
Usually, a board chair will start a meeting by announcing that the meeting is called to order and by announcing what time it has begun. The secretary records this information in the minutes of the meeting. After the board chair makes a call to order, everyone can start the meeting.

Changes in the Agenda
2nd order of business: Are there any changes in the agenda? If you want to make deletions or additions to the board of directors meeting agenda, it’s okay to do this at this time. If there are no questions or comments, we can move on to the next item, the approval of the minutes from the previous meeting.

Approval of Minutes
This is the 3rd item on the agenda. The agenda for this meeting should include the date of the last meeting. The board of directors should purchase their own copy of the minutes of the most recent board meeting. Those who haven’t can talk about any changes or corrections.

Reports
The report must come from the Executive Director and include a review of projects and operations. The Executive Director’s responsibility is to provide an overview of the company’s business outlook, including negative trends, business updates, major initiatives, and other important aspects.

Old Business
Past business items that require further discussion are included in this section. It would be a good idea to either put these items on hold or refer them to a committee for further discussion.

New Business
Discussions about new business items and plans of action typically happen at the meeting.

Comments, Announcements, and Other Business
This is where you can post announcements that are important to the board members. Open discussion about other business may be scheduled as well as time permits.

Adjournment
Please be advised that this is the formal end of the meeting announced by the board chair. The board chair should mention the time that the meeting ended so that it can be included in the minutes. The meeting’s date should be after it has adjourned, so that the members can mark their calendars.

Agenda for Board Meeting

What information should be included in a board meeting agenda?

A critical function of the board of directors is to provide challenge to executive decisions. We devise strategies that ensure the objectives of management align with the long-term growth and feasibility. The agenda for a typical board meeting should include:

  • The board of directors have been notified of the declaration given by the CEO(executive officer).
  • The minutes from the previous meeting.
  • A detailed update about the company’s performance.
  • A financial update that includes all of your monthly expenses and income.
  • High-level detail on the performance of key products and other pertinent information.
  • A quick status update to let everyone know how everything is going.
  • It’s important to take note of any legal or regulatory updates in your industry.
  • Make risk monitoring part of your regular business meetings so you can monitor potential threats to your company. Additionally, this allows you to put measures in place to deal with such risks.

 

Board meetings need to address many different topics, including shared company values, long-term strategies, and opportunities for staff development. Companies often have important matters they need to address at board meetings. Typical matters include:

  • Financial reporting and controls
  • Strategy and management
  • Internal controls
  • Evaluation of performance
  • Board membership and appointments
  • Executive remuneration
  • Delegation of authority
  • Corporate governance matters

 

If your business is incorporated or it’s registered with any government agencies, you must legally record the minutes of every board meeting. The minutes must indicate the matters that you have discussed in meetings, as well as any decisions made and resolutions passed. As soon as this meeting has been approved by the board, you should have the chair of this meeting sign it as an accurate reflection of the final decision.

Agenda Template for Nonprofit Board Meeting

How do you organize things for a board meeting?

There is a correlation between poorly chosen meeting subjects and insufficient preparation. The board members’ disinterested attitudes could be directly related to the indecisive actions of the CEO. As you have a valuable resource on your hands, it is not wise to waste time of valuable employees.

As such, you should do as much as possible to avoid this. The only way to avoid such a mishap is by coming up with a dynamic meeting agenda. When you’re setting up a board meeting, you should take these few steps into account to create a powerful and effective sample board meeting agenda.

Organize the information in a logical manner
When you have an organized agenda, it will help you organize better meetings. Think of the agenda as the roadmap for what you will talk about in your meetings. The agenda will help structure the meeting so that you can keep track of all outstanding items.

It also prevents your team from getting stuck on details, which often make problems harder to solve. Using clear organization in your agendas will help you cover each topic thoroughly.

Avoid information overload by only reading high-quality content
In your monthly staff meeting, don’t try to include too many reports or to analyze too much information. While it is true that board members need to be kept up-to-date, don’t overburden them with tasks that are digressive or repetitive. Imposing a long agenda may lead to the board members ignoring your agenda.

You should focus on the substance of the document
You need to make sure that all of your agenda items have content that will spur collaboration. An agenda that is thorough and organized won’t be worth much if it does not result in actionable items. The fact that an agenda covers a topic is more important than what the agenda looks like.

A good move is to plan the meeting first and then imagine ways to best communicate your plan later. Choose topics that will affect a majority of the members. Because the topics are highly relevant, it will naturally be more meaningful and invigorating. If you want to improve your board meetings, then you should try to address topics that will affect at least half of the people.

Ask input from others
Asking the board members for input will make your agenda more dynamic and effective. The saying goes that two heads are better than one, and it’s certainly true that the more perspectives there are, the more new ideas emerge. Gathering everyone’s input can help focus the discussion, and also make sure no one is left out of the decision making process.

If you ask each member before the meeting starts if they have anything to discuss, there won’t be any surprises during the meeting. As for items already on the agenda, you can still go around and ask the other committee members if they want to add anything. For example, sometimes when members don’t have anything to add, this can be a meaningful message in itself.

The person feels the issue has been adequately addressed, and they are ready to move on to the next issue. But if this happens frequently, this could mean that your agenda is too lengthy.

Send the agenda ahead of time
A good agenda will help your board members to be prepared for the meeting. Once you have finished setting up the agenda with key decision-making items and actionable discussion points, you have to share it with the board members.

This gives them the opportunity to actively contribute and prepare for the meeting, especially if you have assigned someone to cover one of the items. The agenda will give the board members a large amount of time to review it and prepare for an in-depth discussion.

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TrainRocket.com helps you document every process and policy in your business so you can onboard, train, and scale faster.

Get started with TrainRocket.com for FREE!

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