How to run board meetings: advice & examples from an expert
Looking to enhance your upcoming board meeting or prepare for your first? You've come to the right place. This post will guide you through the fundamentals of running a successful board meeting, accompanied by valuable tips and tricks from board meeting expert, Katarina Bonde!
What is a board meeting?
Let's start from the basics. A board meeting is a formal gathering of the members of a board of directors or governing body of an organization. It is a scheduled event where board members come together to discuss and make decisions on matters related to the organization's strategy, policies, financials, operations, and other significant issues.
Simply put, a board meeting is when the big shots of a company or organization gather to have important discussions and make critical decisions.
What’s the typical setup of a board meeting?
Board meetings typically follow a predetermined agenda and provide a platform for board members to share information, ask questions, and collectively make decisions that impact the organization. Here are 9 steps that are common for a board meeting setup:
1. Scheduling: The meeting date, time, and location are determined well in advance. The meeting may take place in person at a physical location or be conducted virtually through video conferencing.
2. Agenda creation: The board chair or secretary, in consultation with the executive team or board members, creates the meeting agenda. The agenda outlines the topics to be discussed, decisions to be made, and any reports or presentations to be presented.
3. Distribution of materials: Relevant documents, reports, financial statements, and any supporting materials are prepared and distributed to board members in advance of the meeting. This allows them to review the information and come prepared for discussion.
4. Meeting commencement: The meeting begins at the scheduled time. The board chair or meeting facilitator welcomes the attendees, confirms a quorum (minimum number of members required for valid decision-making), and reviews any housekeeping matters.
5. Agenda execution: The meeting proceeds following the agenda. Each agenda item is discussed, decisions are made, and any necessary actions or follow-ups are recorded.
6. Reports and presentations: Board members receive updates from the executive team, committees, or other relevant parties. Reports and presentations may cover financial performance, strategic initiatives, operational updates, or specific projects.
7. Discussion and decision-making: Board members engage in thoughtful discussion on each agenda item, ask questions, share insights, and collectively make decisions based on the best interest of the organization.
8. Voting: When necessary, formal voting may take place to approve resolutions or important decisions. The voting process may vary depending on the organization's bylaws or governance procedures.
9. Adjournment: The meeting is formally concluded by the board chair or meeting facilitator. Any actions or next steps are summarized, and the date for the next board meeting may be announced.
What are the best tools to use in a board meeting?
A board meeting can be facilitated by the usage of software tools. Interested to know more about what tools are available and how to use them? Please read our post on Best Board Meeting Tools & Software
Interview with Katarina Bonde
Now, let's dive into the most exciting part of this blog post! We had the privilege of interviewing Katarina Bonde, an esteemed board expert and accomplished business leader. With her extensive experience as a board member for renowned corporations, including Mentimeter, Katarina shares invaluable insights on hosting successful board meetings.
Hi Katarina! In your view, what are the characteristics of a well-crafted board meeting agenda, and how does it facilitate a successful meeting?
Hi Mentimeter! I would say that the characteristics of a well-crafted board meeting is to prepare in advance with thoughts covering the purpose of the meeting, who is attending, what can be shared with the attendees beforehand vs. what needs to be discussed in the actual meeting. By doing this you make sure that new input can be added and that informed decisions can be made.
How do you ensure that each board meeting agenda is aligned with the long-term strategic goals of the organization?
Our planning process involves setting a specific topic for each meeting, which aligns with our overall strategy. These topics may include product, sales, people/culture, and more. By dedicating sufficient time to these predetermined topics at each meeting, we ensure focused discussions and progress toward our strategic objectives.
How do you engage all board members in the meeting process, and what techniques do you use to ensure active participation?
Engaging all board members and ensuring active participation requires thoughtful planning. By proactively talking to each member to understand their interests, passions, and communication style, their contributions can be maximized. Sharing information in advance helps reduce presentation time, while actively seeking input from even the quieter members ensures diverse perspectives are included.
Using a tool like Mentimeter effectively captures multiple views, sparking valuable conversations. The results obtained from Mentimeter become part of the meeting minutes, further enriching the discussion.
What common challenges do you face during board meetings, and how do you overcome them?
Board meetings are often filled with long presentations by the CEO, primarily focusing on past quarterly results. This can be a waste of everyone's time. Instead, it's more effective if everyone reads the business report in advance, allowing the meeting to focus on questions and answers. While CEOs may want a "tada" moment by saving something for the meeting, it can lead to confusion and discussions that go beyond the planned time. While unforeseen events can sometimes affect the agenda, this should be rare.
How do you handle sensitive topics or conflicts that arise during board meetings, ensuring that the discussion remains productive?
After letting people voice their concerns or disagreements, we sometimes decide to table it for later when more info can be found, or we set a separate time for a few people to hash it out. Sometimes a Menti where you can give input anonymously can help the situation.
What advice would you give to new board chairs or members to help them contribute effectively to board meetings?
Plan, plan, plan. It’s like conducting an opera. It involves orchestrating the timing of soloists, duets, and the entire team. It's about knowing when to harmonize as a group or lend an ear to an individual. That's why having a well-prepared score and detailed plan is crucial.
And you should plan even more for an online or hybrid meeting making sure that the technology settings aren’t left to the last minute.
What would you say are the top dos and don'ts for anyone tasked with organizing or leading a board meeting?
Do make sure you know your board members, who speaks, who agrees, who is silent.
Do plan the meeting including time slots and materials in advance, which topics to present, what to discuss, and what to decide.
Do start and end on time!
Do not forget the silent board members (they may be the smartest in the room).
Do not let the CEO present the business report for an hour!
By following these great expert tips and best practices, you can create more impactful and efficient board meetings that drive the success of your organization!
If you are interested in reading more about board meetings, please read our other great blog posts on the subject:
