Hosting a board meeting that’s dynamic and productive takes planning. You must get the right people in the room at the correct time, ensure timely distribution of agendas and other material, set a reasonable amount of time for meetings and ensure that everyone have access to the needed resources.
To achieve these goals you must be organized. This includes choosing a date and time that is compatible with all members and their calendars. You will need to send out a formal invitation to the meeting with a board book, which has all the details and reports that your members require for each item. The board book can be handed out a few days before the meeting to ensure that members can read it www.urbanboardroom.com/ten-governing-documents-every-board-member-needs/ prior to the meeting and feel well prepared for the discussion.
Ideally, you should limit your meeting to two and two-and-a-half hours. This will signal to your board members that you respect their time and will prioritize productive, impactful discussions. This will help keep them engaged throughout the meeting. This can be a challenge if topics take longer than expected or if the board is discussing unplanned issues.
Adhering to the agenda is another way to keep the group energized. It’s a pain for everyone involved to work hard on preparing for the meeting only to see it diverge from its original themes. This could be the result of inadequate planning, off-topic conversations or the presence of a single person who is the main focus of the discussion.