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How to Prepare a Board Meeting Agenda

An agenda for board meetings is a guideline for productive discussions and effective decision-making. It is recommended to follow a template or a structure to design an efficient agenda for a board session, and to put the most important sections at the top. The most frequently used agendas for board meetings contain a call to order and approval of the minutes from the last meeting, committee reports, new business and old business.

Be sure that your agenda contains supporting materials for each of the items on the agenda. This ensures that all participants are aware of what’s being discussed, and allows them to review the information prior. Make sure to include time limitations for each agenda items so that meetings don’t overrun and important discussion topics are not rushed or overlooked.

Choose a person to write the agenda for the board meeting. The agenda should be prepared by someone else and make it available to other board members well before the meeting. This gives them the chance to review the meeting agenda and prepare their responses.

Start the meeting by calling the meeting to order, allowing the board chair to welcome participants and give an overview of the current state of the preparations for the meeting. Then, proceed to the approval of the minutes of the previous meeting, followed by a review of the agenda’s changes that were received by board members after it was circulated. This is followed by an area specifically designated for strategic planning as well as a closed executive session (if required). The meeting is then called off.

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