A board meeting is an essential element of the decision making process for businesses. Board members debate operational documents to improve productivity. They also take part in important decisions that will affect the future direction of the company. Although a CEO is generally given the responsibilities of managing a company, it’s still the duty of the board to keep up-to-date with all aspects of the business and make the best decisions that are possible.
The board meeting agenda is usually distributed to members before the time of the meeting so they can prepare and review it prior to the actual meeting. This will prevent distractions during the discussion, and allow members to focus on what’s most important.
Before tackling the new agenda items, it’s important to review and approve the minutes of the previous meeting. This will let the board know what was discussed and ratified at the previous meeting and allow them to proceed with the remainder of the meeting with absolute confidence.
Once the old business is taken care of the chair will announce any new items that require discussion or vote. This includes any motions that the board has to be able to consider for the company. For example, changing the articles of incorporation or authorizing particular transactions. These may need to be approved by a vote and should be recorded in the minutes.
During the discussion portion of the meeting, it’s essential to keep the conversation focused on the current topic and to respect all opinions expressed. It’s also important to stay clear of distracting activities such as checking emails and using phones, or keeping up on tasks that are pending during the meeting.