5 steps to an ideal board meeting

1. Do the legwork. After a discussion with your board chair, your executive director (ED) should prepare an agenda, assigning responsibility for each item to a specific board member. Make sure the agenda involves making at least one decision but isn’t too full. This reinforces a sense of purpose and accomplishment. Include a timetable for each topic. At least one to two days before the meeting, a board packet should be distributed that includes the agenda and relevant materials, such as minutes from the last meeting, financial information, proposals and any other material that will help facilitate discussion.

2. Get to know each other. For most board members, it’s important to get to know fellow members and talk about matters of mutual importance. This can be accomplished by a short pre-board-meeting “reception” (with beverages and a light snack) that allows members to mingle. Staff can help facilitate communication by introducing new members.

3. Set limits. During the actual board meeting, it’s critical to stick to the agenda. Topics and action items shouldn’t drag on during the meeting or from one meeting to the next. The ED and the board chair must limit discussions and encourage a vote when a decision is required. Long meetings succeed only at losing member interest.

4. Continue to educate. It’s a good practice to incorporate some form of learning into each meeting. For example, a staff member could briefly present a topic that’s important to the organization or highlight one of its programs. Knowledgeable board members are more apt to find ways they can help the organization.

5. Follow the plan. Between board meetings, all members need to make sure that they fulfill any commitments, such as the committee work for which they’re responsible. In many organizations, members need some prodding from staff to ensure that they’re on task, performing duties such as calling necessary committee meetings. The board chair should make sure that timetable deadlines listed in the original agenda have been met. •