The preparation for your board meeting is a process that takes time. The most effective boards take it seriously and ensure that their board meetings go smoothly. They plan meetings in advance to ensure that board members have the time to accept (and sometimes, negotiate) their calendars. Board Members are extremely busy and are often on several boards and teams. Therefore, coordinating with their assistants and individuals to ensure they are able to attend board meetings is crucial.
As part of your preparations for the board meeting, it is crucial to ensure that you have the appropriate materials before the meeting. Send out the agenda and board packet about a week before the meeting. This allows Board members to take in and absorb the information to be able to ask questions prior to coming to your board meeting.
It is a good plan to conduct a couple of quick calls prior to the board meeting to ensure that your members are well-prepared. This will allow you to quickly address any issues, like whether there are new check it out PowerPoint slides that must be distributed before the meeting.
It’s also a good idea to spend time reflecting on the reasons you’re on the board. This will help you stay focused throughout the board meeting. Also, make sure you’ve covered all relevant issues.