The process of conducting a board of directors meeting can be challenging and difficult, particularly when there are a variety of viewpoints to consider. The board must reach consensus on a variety of issues which can be difficult when some members have an active role, while others are less engaged. It can also be challenging to keep discussions on schedule and on time, especially if the board runs over the allotted time.

A well-written agenda and well-organized distribution system for board documents is essential for a successful board session. Management should create the “board packet” and distribute it to the board members 3 to 4 days prior to the meeting. This will ensure that everyone has the information needed for participation. This allows directors to discuss key information with their peers and ask questions prior the board meets, which allows the majority of the meeting to be spent on strategic discussions.

A clear procedure for making decisions is crucial to a successful meeting of the board. It is important to clearly define whether the board will make decisions based on consensus or votes and set a timeframe for the time frame for making decisions. The time taken to define this will help ensure that all perspectives are considered, and also allows for open dialogue during meetings.

It is also important that the board chair actively facilitates discussions and encourages all members to take part. If one or a handful of members dominate the discussion it can hinder the participation of other board members and result in poor decisions. To prevent this from happening, at the beginning of meetings, the chair may introduce rules that favor concise remarks as well as equal airtime to each board members.

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