Board meeting preparation involves a lot of reading, taking notes, thinking/contemplating, and seeking out http://boardroomsystems.net/board-meeting-checklist and asking for additional information. This helps improve the overall effectiveness of the board as a decision-making entity and lets them focus their time and energy on strategy, not on procedural issues. This will also help reduce the frustration that many directors feel at board meetings that are too long and have lots of information but don’t provide specific action steps.
The most effective method to prepare for the board meeting is by reviewing the agenda, particularly for the most important items, a few days before the meeting. Check the agenda for upcoming topics and prioritize each by importance, urgency and alignment with the organization’s goals and strategies. Inquire from the board chair or CEO to refine and decide on the top priorities. Then, design the agenda of the meeting to ensure that the most pressing issues are discussed first and then discussed in detail. This will let the board leave the meeting with an understanding of the key decisions to be made.
Also, be sure to include updates on actions tasks which were given at the previous board meeting, and to verify that the necessary information has been provided by presenters. It is also essential to verify that all participants can access the meeting via video, phone or other online platforms. After the board packs and agenda are in place then distribute them to all participants. Ideally, this should be done at least a week before the meeting to ensure that participants have time to look over and request modifications.
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