An agenda that is well-designed for board meetings is an essential tool for efficient meetings. But an agenda on its own doesn’t guarantee a productive discussion or decisions. Board leaders should be aware of the common mistakes that can hinder the effectiveness of meetings in order to achieve the desired results.
Too many topics to be discussed can result in rushed discussions and not enough time is allotted for each item. Prioritize items according to the urgency and importance. You may also think about the possibility of deferring certain topics to later meetings of the board or committee to have a more thorough discussion.
Allocate specific time limits for each agenda item. This will help keep your board on track and ensure that every issue is given proper consideration. Be realistic with your estimations of time and examine your previous experiences with meetings that were on time to determine what’s feasible in one meeting.
It is recommended to share the agenda of the board meeting at least a couple of days or at least 24 hour before the meeting. This gives board members the chance to read relevant documents before the meeting. Some organizations also have an entry sheet for sign-in to verify the attendance of each participant.
Define clearly how decision-making should take place for each agenda item, such as by consensus or voting. This will eliminate confusion and misunderstanding during the discussion. If an issue is controversial or a hot button issue be sure to state that the board will be voting unanimously instead of having split votes.
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