The agenda is essential for productive discussion and decision-making, no matter if your board meetings take place in person or virtually. Board meeting agendas should be emailed out in advance, along with the appropriate supporting materials that allow ample preparation and discussion before the meeting. This increases productivity and ensures meetings are productive and efficient.
The first item on the agenda of the board meeting should be an order of the meeting. This could include welcoming remarks from the chairperson or introductions, or reading of the organization’s vision and mission statements. It is also a good time to review the rules and procedures for meetings.
The next step is to approve the approval of the previous minutes and then the review and discussion of the current committee reports (e.g. governance, finance). This section should also include the executive director’s or CEO’s update on the progress of the organization and an overview of the financial status.
Dedicated time should be reserved for discussions on strategic planning as well as the possibility of a closed-door meeting (if needed) to discuss sensitive or confidential issues in accordance with the organization’s bylaws as well as applicable laws. Also, there should be time for guest presentations and open forums on the most important agenda items.
Make sure you allow board members to raise any concerns or questions during the discussion topics. If a topic is taking all of your time, you can or move it to the following board meeting or decide to put it off to consider it in the future. When you have finished the meeting, it’s an ideal idea to have an open forum or discussion of new business topics that the board would like to tackle in the future. It could also be a time to make special announcements, congratulate board members, or recognize important achievements of the organization.