8 Tips For A Successful Board Meeting

To ensure that your Board's meetings are efficient and effective, consider the following Board Meeting tips:

1. An agenda is developed for the meeting and provided to all board members and management before the meeting so that they know which topics are going to be considered and they can come prepared.

2. Minutes of the last meeting are distributed in advance so that they can be reviewed before the members come to the meeting. Any changes or corrections that have to be made can occur at the meeting.

3. A moderate degree of formality must be used in conducting the meeting. Certain rules for discussion are defined. Everyone's expectations regarding decision making are agreed upon and understood.

4. Principles of good communication are practiced. These principles include; only one person may speak at a time. No interrupting. No ridiculing another person's point of view. If it seems that there is another, unspoken meaning behind the words being used, it is the board's job to work with the speaker to identify the message.

5. Set time limits. For example, the meeting will start at 7:00 p.m. and adjourn at 8:00 p.m. Set a specific time limit for each particular agenda item (example: no more than 10 minutes will be spent on the financial report). If board members wish to continue beyond the agreed upon time limit, there should be a procedure for approval to continue the discussion.

6. The chair (usually the President or Manager) must encourage free discussion of the topic being considered, to keep the discussion moving, and to identify issues relating to the topic. It is also the chair's job to define the decisions that are made. The chair must always remember that the board members have been elected to govern the association, not just to discuss it.

7. Adjourn the meeting on time.

8. Follow up. There always will be action items that require attention from the manager or from specific board members. See that the follow-up is accomplished before the next meeting.

If you follow these guidelines you will spend less time in your meeting. You will accomplish more. And you may find more qualified owners willing to participate and assist the board of directors.