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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 focusing on strategies and less time on procedural issues. This prep also reduces the level of frustration that directors feel when they attend board meetings that are too long or contain a lot of information and don’t produce clear action steps.
The most efficient method to prepare for a board meeting is by reviewing the agenda, particularly for the most important topics, long before the meeting. Review the agenda of upcoming topics and prioritize each one according to relevance, urgency, and aligning with the organization’s strategic goals. Ask for input from the board chair or CEO to refine and decide on the top priorities. Create the agenda for the meeting to ensure that key issues are discussed first, and in depth. This will ensure that the board leaves the meeting with an understanding of the important decisions to be made.
Additionally, make sure to include any updates on the action tasks that were assigned from the previous board meeting. It is also important to verify that the needed information has been supplied by the presenters. It’s also important to confirm that all participants can access the meeting via phone, video or other online platforms. After the board pack and agenda are approved, send them out to all participants. This must be done at least one week before the meeting to allow participants time to read it and make any necessary adjustments.