A well-planned agenda for board meetings is a must-have tool for effective meetings. A well-designed agenda does not ensure that meetings are productive or make good decisions. To get the desired outcomes Board leaders must be aware of common mistakes that impede the effectiveness of meetings and act to avoid them.
The overflow of topics on the schedule can lead to rushed discussions and insufficient time is allotted for each item. To prevent this from happening, prioritize topics in accordance with importance and urgency. You can also look into whether certain topics could be delayed until committee meetings or future board meetings to allow for more in-depth discussion.
Set time limits for each agenda item. This will help keep your board on track and ensure that all issues are given due consideration. Be realistic with your time estimates and review your past experience of meetings that were scheduled to determine what is truly feasible within one meeting.
It is recommended to share the agenda for board meetings a few days, or at least 24 hours in advance of the meeting. This gives board members an opportunity to go through relevant documents before the meeting. Some organizations also have a sign-in sheet to confirm the attendance of every attendee.
Define clearly how decision-making should be carried out for every agenda item, for example by consensus or voting. This will reduce confusion during the discussion. If a topic is controversial or a hot topic, make it clear that the board will take a unanimous vote rather than split votes.