The manner in which board meetings are run is a major factor in the quality of discussions and how productive they are. It is essential to have clear expectations of the manner in which meetings are conducted and how they are conducted.
Generally speaking, board meetings should not be dominated by reading reports. Instead committee chairs should go over their reports prior to the time of the meeting and present them at the meeting. The board should then be able to discuss each report and the information contained in it, within the context of the company’s larger goals.
For effective conversations, board members must be able to speak freely and openly. This also means that board members should respect others’ rights to speak. Interrupting other board members, although there are exceptions, is generally thought to be unprofessional.
It is a common omission to bring the subject for discussion without a clear recommendation of what the board should be doing. This can cause the discussion to seem stale and boring. Instead, start with a general proposal for action and then let everyone take a look at the pros and cons of each idea.
It is essential to ensure that the crucial information is not left out by having a board secretary or another experienced person who can take notes during the meeting. It is also crucial to clearly communicate how the board will make its decisions, whether through consensus or by voting. Also, who is responsible for the preparation of the minutes.