Managing a Board of Directors can be a long-winded and complicated task that takes a lot of effort. Luckily, many of old manual processes that used to be necessary (sending materials for the board or recording attendance, preparing minutes, and arranging teleconferencing) are now digital making it much simpler to prepare for your meeting.
The process of preparing for a board meeting begins with a thorough analysis of the topics to be discussed. Create a preliminary agenda. This agenda should be distributed to all attendees and ideally includes the company’s financials as well as any presentation materials that require review prior to the meeting. This will allow your board members to prepare for discussions during the meeting. This also prevents you from having to spend the majority of the board meeting discussing specifics that could have been covered prior to the meeting.
The pre-meeting agenda should include any reports prepared by committee chairs or other members of the board in advance. It is also recommended to distribute the minutes approved by the previous board meetings for review and distribution. Last but not least, make a draft of your current meeting’s minute while it’s still fresh in mind.
The day before the board meeting, take away any notices of meetings that are public and check with the venue to confirm that it’s available and accessible, as well as having any audiovisual equipment you might require. Make sure to invite all directors to attend the meeting and to provide them with a way to attend, whether in person or via remote.