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Using a Board Meeting Schedule to Maximize Your Time Together

A schedule for board meetings is a guide to help keep your meetings on the right track and productive. The importance of substance over fashion when it comes to maximising the time your board members will have to work together.

Begin with a call for begin and an introduction from the board chair or facilitator to officially open your meeting. After that, you may take note of the minutes from the previous meeting or the financial report. You could also review the latest committee reports or perform administrative tasks. It’s a good idea, then, to reserve a section of the meeting for discussions on strategic planning or other governance matters. It could also be beneficial to include an executive session on sensitive or confidential topics when it’s permitted by the organization’s bylaws as well as applicable laws.

Pay attention and take note of every point. If you have any concerns or questions you have regarding the presentation and let your fellow board members respond. But be cautious not to get side-tracked and start discussing new topics that don’t belong on the agenda. This could eat up the time of meetings and distract from the most important items on your agenda. You can avoid this by adding an “parking area” item to the end of your agenda. This allows you to put off random topics to a later time.

Last but not least, ensure that you send your board with an agenda at least a week prior to the meeting. This will allow everyone ample time to review and prepare for the meeting. It’s a good idea to include any supporting documents needed by board members to fully understand the subject.

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