To develop an agenda for a board meeting that is efficient, you must learn the best practices. These are the ones that make for a more collaborative and knowledgeable environment. In the hybrid workplace this includes leveraging board management software to ensure meetings are efficient and productive across all geographical boundaries.
The agenda is the structure of the meeting, which defines the topics of discussion and time allocations. The agenda helps ensure that participants follow a consistent flow, reducing the risk of off-topic discussions that hinder productivity. In addition, the structure insists on equitable distribution of time for speaking so that all participants contribute to a well-rounded decision.
If you’re hosting an in-person or a virtual board meeting, it’s important to communicate the agenda of your board meeting with the board members prior to meeting. This will allow them to go through the meeting materials and prepare for productive discussions, for example, reviewing the minutes of previous meetings or studying the financial statements. It is also helpful to include an area that allows for the review and approval of board documents.
A well-crafted agenda for board meetings includes a section for new business issues which could include discussing and recommending future strategies or initiatives that will help your organization’s mission. It’s helpful to include an old business section, which could be ongoing projects or actions that require follow-up discussion.
It is important to prioritize agenda items based upon their urgency and relevance to the purpose of the meeting. Ask your board chair or other senior management officials to assistance in determining the priority of topics. You should also be flexible in changing the agenda in case of unexpected circumstances or urgent issues arise.