Board meeting procedures are the guidelines that govern decisions, discussions and other aspects of the meeting. They ensure fairness and equity between all participants, and encourage efficient meetings.
The meeting chair will call the meeting to order and determine if there is a sufficient quorum. They also introduce guests who are present at the meeting, whether they are outside of the company or have just joined the board. This is followed by reviewing the minutes of the previous meeting and the opportunity to make any corrections made before the minutes are officially accepted.
Reports and updates from committees, executives or other members are presented during the time. They could be in the form or charts, graphs or slides to give background for the discussion. It is important to keep this section as brief as possible and to focus on the most pertinent information.
The bulk of the board’s meeting is focused on back-and-forth discussions and questions. This is an opportunity to hear the viewpoints of other board members and to explore ways to make strategic progress. It’s also an excellent idea to discuss any significant accomplishments or areas of improvement that have taken place since the last meeting.
It is crucial to clearly explain the way decisions board meeting agenda items and protocols will be made during the meeting. It is best to do this by consensus, but should always be followed by a vote. No matter the method used to make decisions it is vital that everyone understands how it works and is aware of the rules that define the hierarchy of various kinds of motions.