An agenda that is well-designed for board meetings is an essential tool to ensure efficient meetings. A well-designed agenda does not ensure that meetings are productive or make good decisions. In order to achieve the desired outcomes the board’s leaders must be aware of the common mistakes that undermine the effectiveness of meetings and take steps to avoid them.
The overflow of topics to be discussed can lead to rushed discussion, and not enough time is given to each item. Prioritize your agenda according to the urgency and importance. You could also consider deferring some topics to future board meetings or committee meetings to have a more extensive discussion.
Set time limits for each item on the agenda. This will allow your board to stay on track and ensure that every issue is given proper consideration. Be realistic when you make your time estimates. Examine past meetings that were scheduled and determine what you can accomplish in a single meeting.
Distribute the agenda of the board meeting within a few days or at least 24 hour before the meeting. This gives the board members the chance to go through relevant documents prior to a meeting. Some organizations offer the sign-in form in order to confirm attendance.
Clarify how the decision-making process will take place for each agenda item, like through consensus or vote. This will eliminate confusion and misunderstanding during the discussion. For example, if a topic is controversial, clarify that the board will take an unanimity decision, not a split vote.