Effective board meetings provide a rich discussion that is based on analysis and data that supports clear decisions. To achieve this goal it is essential to create a positive atmosphere where all views are considered and appreciated, as well active participation from all. This can be achieved using various facilitation techniques to promote engagement. For example it is possible to rotate who leads the discussion on an agenda item, or encouraging board members to share their opinions in a respectful manner.
Board members should be encouraged to prepare for board meetings by reading relevant reports presentation materials, reports and other documents in advance. This allows for a more focused and engaging discussion in the meeting. This can be made easier through the use of the board portal software which provides simplified collaboration.
A well-organized, comprehensive agenda should be released prior to the board meeting, and allow the appropriate time for each item. The agenda should be developed collaboratively with input from the board portal executives, the board chair and board members. This will ensure that the most important topics are addressed and that unrelated discussions do not hinder discussions. It is important to include in the agenda an outline of the topics to be discussed. This helps attendees plan their thoughts and organize on them prior to the meeting. This can be achieved by providing a short description and the purpose of each item in the board package. The CEO should also include a spotlight section to discuss the most important points from the meeting. This will encourage discussion.
