Agendas are essential to productive discussions and decision-making, whether your board meetings are held in person or via a web-based platform. Board meeting agendas should be distributed in advance with relevant supporting materials and allow for ample preparation and discussion prior to the meeting. This increases productivity and ensures meetings run smoothly and efficiently.

The first item on the agenda of the board meeting should be an orderly call. This could be a welcome speech from the chairperson or introductions, or reading of the organization’s mission and vision statements. This is an excellent opportunity to review the meeting rules and procedure.

The next step is the approval of the previous minutes, as well as the discussion and review of the committee’s current reports (eg., finance, governance). This section should also include the CEO’s report on the organization’s progress and an overview of the financial status.

Dedicated time should be reserved for discussions about strategic planning and the possibility of a closed-door meeting (if required) to discuss sensitive or confidential issues as permitted by the organization’s bylaws as well as applicable laws. There should also be time for guest presentations and open forums on key agenda items.

Be sure to give board members an opportunity to express any questions or concerns throughout the discussion topics. If a discussion topic is taking all of your time, you could or move it to the following board meeting or decide to put it off to consider it in the future. It is an ideal time at the conclusion of the board meeting to have a discussion or open forum on the latest business issues the board wants to tackle going forward. It’s also a good venue to make announcements, congratulate the board, or acknowledge the accomplishments of the company.


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