Board Meeting Procedures

Board meeting procedures are guidelines for the management of board meetings. They encourage fairness and equity, and keep board meetings on the right track. They also ensure that majority decisions are reached. This is particularly crucial for large groups, where a small number of people could easily dominate discussions and make decisions. A clearly defined set of procedures will help to manage the board’s agenda which is often long and complex.

The chair of the board should begin the meeting by giving an overview of the meeting’s purpose, the key input required as well as a outline of the agenda. This recap should be 10 minutes long and will help everyone stay focused and engaged. It also sets the tone of the rest of the board meeting.

Before beginning the discussion, it is helpful to review and approve the minutes of the previous meeting and distribute any reports that have been created by committees or officers. By distributing these documents in advance it will ensure that directors of the board are familiar with the material and are ready to contribute effectively during discussions.

A board should have a procedure for the reading and approval of minutes. This will usually include the requirement of an additional vote to motion. This will prevent the board from arguing over topics that have already been approved and could simplify the decision-making process during the meeting.

Any board member who has an interest conflict, must inform the other board members. This is important for preventing the influence of a toxic board member on the company’s future. If board meeting procedures it is necessary, a strategy to handle the person’s behavior at next board meetings should be formulated.