Board meeting preparation involves a lot of reading, taking notes, thinking/contemplating, and seeking out and asking for additional information. This increases the efficiency of the board and allows them to spend more time on the strategy, and less time on procedural issues. This prep also reduces the frustration many directors feel when they attend board meetings that are lengthy or contain a lot of information and don’t produce specific action steps.
The most effective method to prepare for a board meeting is to start by reviewing the agenda, especially for important items, well before the meeting. Review the agenda of upcoming topics and rank them according to importance, urgency and alignment with the company’s strategic goals. To improve and finalize the top priority items, seek input from your CEO or chair of the board. Then, plan the agenda to ensure that the most important issues are addressed first and then debated in depth. This ensures that the board can leave the meeting with a clear understanding of the decisions that need to be taken.
In addition, you should include updates on the actions that were voted on at the previous board meeting. Also, make sure to confirm that the necessary information has been given by the presenters. It’s also important to confirm whether all participants can access the meeting via phone, video or other online platforms. Send the board packet and agenda to all participants after they’ve been drafted. This must be done at least a week before the meeting so that participants have time to go through the document and make any necessary adjustments.
