Conducting board meetings is a responsibility that requires attention to detail attentive pacing, as well as an awareness of the way in which board members’ time is being used. To help with this, board management software tools such as a board portal can assist in the preparation of agendas and other meeting materials prior to the meeting date, making them more accessible to directors which can increase the number of participants at meetings, and enabling board members to review decisions and instructions prior to the meeting.
The first step is to clearly communicate the process of making decisions to the board. By clearly stating whether your board will be using consensus or voting methods of making decisions, everyone will know what’s to be discussed at the meeting. This will help avoid confusion when, for example the director raises an issue that was discussed in a previous meeting.
After the old business is settled and settling the old business, the board then moves on to the new issues. It is crucial to respect the other board members’ right to speak, as is the case with any discussion issue. Chairs should only allow one director to speak at any given time. The chair of the board must oversee the discussion, helping to facilitate discussions and ensuring that all members of the board are involved.
The board decides on any business item that is new and then records the results in the official meeting minutes. If a member is dissatisfied with the outcome of the vote, they are able to ask to have it reconsidered. They may also request that the issue be sent to a committee for further investigation.