Preparing your board meeting requires time. The most successful boards are serious about their board meetings and ensure that they run smoothly. They plan meetings in advance to give board members an opportunity to accept them (and often to make a deal on their calendars). Board members are usually busy and often serve on multiple boards and teams. It is essential to coordinate with individual members and their assistants in order that they are able to attend board meetings.
Another important part of the preparation for your board meeting is making sure you have all of the materials prepared prior to the board meeting. Send out the agenda and board packet about a week prior the meeting. This allows Board Members to study and absorb the materials in order to be able have questions when they go to your board meeting.
Lastly, the day before your board meeting, it’s recommended to schedule brief calls with your Board Members or their assistants to ensure they are prepared for the meeting. This will allow you to quickly solve any issues, for instance whether there are any updated PowerPoint slides to be distributed prior to the meeting.
Spending time thinking about your reasons for serving on the board is a good idea. This will ensure that you remain focused throughout the board’s meeting and make sure that you cover all of the relevant topics.