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The agenda for board meetings sets the tone and structure for your board meetings. A well-planned agenda helps you avoid common mistakes that can impede productivity and result in poor decisions.
The first item in the agenda of a meeting of the board should be “Calling to Order and time”. This is when the chairperson calls the board to take the order and introduces new members or makes other opening remarks. It’s also a good opportunity to discuss any changes to the agenda and to approve any minutes that have been approved previously.
Each item on the agenda for a board meeting should contain a brief description of what is expected during the discussion as well as a brief overview of any supporting documents. This information is provided prior to the meeting to reduce time and ensure that all participants are familiar with the background material. It also helps keep discussions focused and productive.
Prioritize your agenda items for the board according to their importance to the agenda, urgency and aligning with your strategy goals. This will ensure that you don’t end up spending time in meetings on topics that aren’t relevant or have little impact. If you have too many agenda items you need to address in a single meeting, consider scheduling follow-up sessions or assigning the items to specialized committees to conduct a more thorough investigation.
Not least, give realistic timeframes to every item on the agenda. This will help prevent discussions from going over time and allow you to adjourn your meeting within the timeframe. It is important to remember that these are just guidelines, and it’s perfectly acceptable to change them if needed during the meeting. You might want to give more time to your board the next time if they tend to ask many questions about specific topics.