A well-designed agenda is essential for efficient meetings. However, a simple agenda is not a guarantee of productive discussions or even decisions. To get the desired results the board’s leaders must be aware of the common mistakes that impede the effectiveness of meetings and act to avoid them.
Too many topics to be discussed could lead to rushed discussions and a lack of time is allocated to each item. To prevent this from happening, prioritize items in accordance with importance and urgency. You can also take into consideration whether certain topics can be moved to committee meetings or upcoming board meetings to allow for more in-depth discussion.
Set time limits for each item on the agenda. This will ensure that your board remains on the right track and all issues are addressed. You must be realistic about your time estimates. Examine past meetings that were on time and determine what you can accomplish in one meeting.
Share the agenda of the board meeting within a couple of days or at least 24 hours before the meeting. This allows board members to review relevant documents prior to the meeting. Some organizations have the form of sign-in to confirm attendance.
It is important to clearly define how decision-making will be conducted for every agenda item, for example by consensus or voting. This will prevent confusion and confusion during the discussion. If the topic is controversial or a hot topic be sure to state that the board will be voting unanimously instead of splitting votes.
