The preparation of your board meeting takes time. The best boards are committed to this and ensure that their board meetings go smoothly. They plan meetings well in advance to ensure that board members are able to accept (and sometimes, negotiate) their calendars. Board members are often very busy and often serve on multiple boards and teams. It is crucial to coordinate with the individual members and their assistants in order that they can attend board meetings.
Another important part of making preparations for your board meeting is ensuring that you have all of the materials in place before the board meeting. Send out the agenda and board package about a week prior to the meeting. This allows Board members to take in and absorb the information so that they are able to ask questions when they come to your board meeting.
Lastly, the day before the board meeting, it’s an excellent idea to schedule up a few short meetings with your Board Members or their assistants to ensure that they are ready for the meeting. This will let you quickly deal with any issues, including whether there are updated PowerPoint slides that must be distributed before the meeting.
It is also a great idea to spend some time reflecting on why you are serving on the board. This will help you stay focused on the board’s agenda and will ensure that you have covered all relevant issues.
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