Preparing your board meeting requires time. The most effective boards are serious about their board meetings and make sure that they are conducted smoothly. They plan meetings in advance so that board members have enough time to accept (and sometimes negotiate) their agendas. Board Members are extremely busy and can be on several boards and teams. Therefore, coordinating with them and their assistants in order to ensure that they attend board meetings is vital.
As part of the preparations for the board meeting, it’s important to ensure that you have all the materials prior to the meeting. The agenda, as well as the board packet should be sent out about a week in advance of the meeting. This will allow Board members to study and absorb the materials in order to be able have questions when they go to your board meeting.
It is a good idea to make a few short calls prior to the board meeting to ensure that your board members are prepared. This will let you quickly resolve any issues, including whether there are new PowerPoint slides that need to be distributed before the meeting.
Reflecting on why you are on the board is a great idea. This will ensure that you remain focused throughout the board’s meeting and make sure you’ve covered all of the relevant issues.