Preparing for your board meeting is a process that requires time. The best boards are serious about it and ensure that their board meetings go smoothly. They schedule meetings well in advance so that board members have time to accept (and sometimes negotiate) their calendars. Board members are typically busy and serve on many teams and boards. It is essential to coordinate with individual members and their assistants to ensure that they can attend board meetings.
Another important part of making preparations for your board meeting is making sure you have all of the materials in place before the board meeting. The agenda is sent out with the finalized agenda and the board pack about a week prior to the meeting. This will allow Board Members to read through and absorb all materials before they attend your board meeting.
The day prior to your board meeting, it’s an excellent idea to schedule short phone calls with your Board members or their assistants to ensure they are prepared for the meeting. This will allow you to quickly address any issues, for instance whether there are updated PowerPoint slides that need to distributed prior to the meeting.
It’s also a good idea to spend some time reflecting on the reasons you are on the board. This will help you stay focused during the board meeting. Make sure that you’ve covered all of the relevant topics.
