It’s incredible how a little planning and structure can drastically improve your efficiency and productivity. Creating an agenda for a board meeting will help you focus the group on what needs to be discussed during the meeting and, more importantly, how much time should be spent discussing each item.
This will help you save time and increase productivity as the company moves forward with its objectives within the year. I recommend creating an easy-to-follow template for all your board meetings for some added structure. Almost by force of habit, using the same template each time allows you to stay focused on relevant and meaningful discussions to the company’s mission and goals.
The purpose of a board meeting agenda template is to provide an outline that includes the venue and date, the people involved, a sample agenda, and the topics for the meeting. Notice it doesn’t hurt to cover the sub-topics; however, starting with the main topic is more acceptable.
The board meeting agenda is just a list of the topics to be decided on during this meeting. The secretary of a board prepares an agenda prior to each meeting and, in a sense, is a roadmap for the direction of the organization.
For businesses, education systems, universities, and government agencies, an agenda consists of specific items that are talked about during the regular course of business. While this sheet may be updated often, I believe due dates can still be heavily affected by the time it takes to organize and get information from those responsible for completing tasks.
While the board secretary prepares for the meeting, the president should contact the individuals that are scheduled to speak at the meeting and get their presentations ready. Both parties should be prepared so as not to waste everyone’s time with last-minute preparation. Usually, meetings take several hours.
Structure of a Board Meeting Agenda
When creating a board meeting agenda, there are several items that should be included. This doesn’t have to include all of the items listed below, but it should be thorough enough to ensure that you don’t leave anything out. As you are planning your next board meeting, keep these items in mind:
The agenda header must contain the name and address of the organization. Also, The Agenda should also include the date, time, and location of the meeting.
Call to Order
Typically, the first order of business in a board meeting is for the chair to announce that the meeting has been called to order and provide just the time. The secretary writes this information down in the minutes of the meeting. After that, the board chairman can begin with the start of the actual board meeting.
Changes in the Agenda
The 2nd and any subsequent items on the board of directors meeting agenda can be discussed. If there are any changes, the board of directors’ agenda can move forward. If there are no changes, the Agenda can move to approve next month’s meeting notes.
Approval of Minutes
This is the third item on the Agenda. The Agenda shows the issues handled at each meeting. It lists what was discussed, when and by whom, and it includes information that members need to know specifically for this meeting.
This is the fourth order of business on the Agenda. The report must come from the Executive Director and include a review of projects, operations, business outlook, including negative and positive trends and other important aspects.
This part of the Agenda includes prior business matters that you have not resolved, that require a Board vote, or that require further discussion. You may present these issues or refer them to a committee for further discussion.
These are discussions about new business issues and action plans. The plan may include raising the problems, delaying action, or referring the issues to a committee.
Comments, Announcements, and Other Business
In this instance, on the Agenda of the board meeting, members can make announcements, e.g., B. Express congratulations or condolences or complete other special announcements. Any other matters can be raised at this point, for example, items that need to be added to the Agenda for the next meeting. The secretary should have copies of the minutes of the previous meeting for distribution. Finally, it is customary for the chairperson to provide information on current projects.
The board chairman concluded the meeting by announcing the end to the rest of the board members and passing over the future business to be proposed at the next meeting. All other pending business was also mentioned. The date of the next meeting was also announced, and all members were informed of this as well.
Board meeting notes should cover the following topics:
- who attended the meeting at what stage and how (by phone or directly),
- where and when the meeting was held and what main agenda items it included (it would also be helpful to note how much time was allocated to each item),
- the type of meeting and when and how it is announced (is it a predetermined regular meeting or an extraordinary meeting?; is it a meeting of the entire board of directors or a committee meeting?),
- whether there is an evaluation phase (executive session) where the managers are not present at the meeting,
- the opinions of the members about what information is presented to the participants and when, and whether the members find the information presented sufficient or not,
- which the board of directors considers alternatives and their dimensions and, if any, differences of opinion between them,
- the decisions are taken and their reasons,
- the opinions of the members who do not comply with the decision, if any,
- indications that members have made independent assessments and the status of members who exclude themselves from the decision process on issues that may potentially conflict of interest,
- indications that members decide with timely and adequate information.
You have to keep the accurate minutes of all your board meetings and enter these into a minute book. The minutes must show the decisions you have made and your discussions. As soon as you have agreed that this is accurate, you must let the chairman sign it as an official record of your meeting.