Board Meeting Procedures

The procedures for board meetings are the guidelines that govern the process of making decisions, the discussion and other aspects of the meeting. They ensure fairness and equity for all participants and encourage efficient meetings.

The chair of the meeting calls a meeting to order with a brief statement and determines whether there is quorum. They also introduce anyone who is attending the meeting who is not part of the company or has recently joined the board. Then, they conduct reviewing the minutes from the previous meeting, and an opportunity for any corrections to be completed before the minutes are officially accepted.

Reports and updates from committees, executives or other members are then presented during the time. They can be presented in the form or charts, graphs or slides to give context 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 meetings are focused on back-and-forth discussions and questions. This is a fantastic opportunity to learn from other board members’ viewpoints and explore the possibilities for strategic solutions. It is also recommended to discuss any points of improvement from the last meeting.

It is important to clearly communicate the manner in which decisions will be taken during the meeting. It is ideal to make decisions by consensus, but it should also have a voting procedure. Whatever method of decision-making is used it is crucial that everyone understands how it works and is aware of the rules that define the hierarchy of various kinds of motions.