Senior executives and governors are busy people by nature. As the adage goes ‘if you want something done – give it to a busy person’. However, there are ways to make this easier for everyone and having a strong board meeting process is central to that.
Here are 4 areas of consideration to make your meetings productive:
- Enact an annual plan
- An annual plan allows the board to plan the frequency of meetings, agree optimal dates / times of meetings and to confirm whether they are face to face or via digital connection.
- The plan captures the cadence for deep dive strategic topics, and whether they require specific internal or
Standard items roll from the plan and ensure that the board is meeting its compliance obligations.
2. Agree the meeting plan
- From experience, it is usually the Chair in discussion with the CEO that sets the Agenda. The Annual Plan will provide reference to specific periodic focus. Between board meetings it is helpful for the Chair to guide the CEO to close outstanding action items;
- The chair will invite directors to add additional topical items. This can happen via email. A ring around if time / budget allows can however, provide a more nuanced response. Directors should be encouraged to contact the chair with any considerations even outside meeting cycles.
- The meeting may require / benefit from participation from outside the standard attendees. These parties may provide the board advanced material for their consideration. Most directors appreciate having a week between receiving the board pack / agenda and the meeting.
3. Set expectations on information preparation
- An agreed format of agenda and board pack is helpful to both those preparing and receiving information.
- A KPI dashboard – often with traffic light and improvement vs deterioration arrows from the prior meeting allows directors to hone in where actual performance varies from plan/recent period. Information to populate dashboards should be objective and easy to obtain. Our CEO Reporting template here is a great way to present the key metrics of the business from the CEO to the board.
- For key papers it is helpful to directors to have background pre-reading / watching information and to understand the advice or type of decision, management wish to receive at the meeting.
4. Meeting and post meeting
- Ahead of the meeting proper, the Board will meet together to discuss key topics. In larger organisation this may be with a meal the night before.
- Time keeping and key assigned actions. A good minute taker may elect to summarise understood outcomes ahead of moving to the next topic to reduce the likelihood of mis-recording
- Promptly circulating Minutes once ready for release by the chair (and ideally within a week of the meeting) should clearly identify action items with due by task completion dates
Integrated Board software packages can smooth the process and allow for streamlined follow up of tasks. Directors can then focus on key areas of adding value to the Organisation to excel in its Purpose.
Author’s Acknowledgement: The above article was drawn from the work of Graeme Nahkies. Graeme is an advisor to BoardPro and the content is used with his permission. Learn more about Graeme and his work here.