By being an expert at facilitating board meetings, the chair of a purpose-driven organization can enable other board members to make significant contributions, increase the organization’s influence, and adhere to the common mission of the group. It all comes down to pushing the board in the direction of more success in changing the world for the better.
A good chairman should be knowledgeable enough about Robert’s Rules of Order or parliamentary process to be able to show other board members how to conduct a meeting. Board members can also acquire the knowledge and skills necessary to chair a meeting or take over as chair when the time comes with well-run meetings.
Board meetings often follow the same general format, while the agendas for mission-driven organizations vary slightly depending on what the board intends to accomplish. To do this, we will discuss the significance of the board chair’s position and lay out the procedures for conducting volunteer board meetings.
The Significance Of The Position Of Board Chairperson
The position of board chair is distinct and comes with extra accountability and leadership tasks. One of the chairperson’s duties is encouraging conversation among the board members and giving each participant a chance to speak.
A good chair invites involvement from other members and allows opposing parties to convey their cases. Usually, the chair facilitates conversation among the other members rather than participating in it themselves. At the moving member’s request, the chair may offer assistance to members in crafting their motions.
A volunteer board chair usually does not cast a vote. The chair does, however, vote in two situations: either when their vote would influence the result, or when a ballot is used. Aside from that, the chair of the board’s main responsibility is to lead a meeting in an orderly manner in accordance with parliamentary procedure.
How To Conduct A Board Meeting
A well-planned agenda sets the stage for how to run a board meeting successfully. It outlines for each member what has to be done in the allocated amount of time.
Creating a flexible agenda for board meetings that the executive director, board secretary, and chairperson can add to in between meetings is made simple by an agenda template in your board management system.
A board agenda is structured with processes that the chairman must follow to guarantee that the meeting begins on time, that a quorum is present before voting, and that all relevant business is discussed and resolved before the meeting adjourns at the scheduled time.
The procedures for conducting a board meeting are as follows:
- Identifying a quorum
- Bringing the meeting to order
- Accepting the minutes and agenda
- enabling reports and communication
- Dealing with new, old, and other business
- Concluding the meeting
Now, let’s proceed to some of the best practices for conducting a board meeting.
Best Practices For a Successful Board Meeting
- Agenda preparation. Develop a clear and concise agenda well in advance of the meeting.
- Prioritization of key topics. Prioritize key topics to ensure efficient use of time.
- Early agenda sharing. Share the agenda with board members ahead of the meeting for preparation.
- Timely distribution of materials. Ensure all relevant documents and reports are distributed promptly.
- Utilize board portals. Utilize board portal software for centralized document management and distribution.
- Pre-meeting communication. Encourage open communication among board members before the meeting using committee management software.
- Addressing concerns in advance. Address any concerns or questions in advance to streamline discussions.
- Technological adoption. Leverage video conferencing tools for remote or hybrid meetings.
- Encourage active participation. Foster an environment where all board members actively contribute.
- Implement board of directors software. Implement board management software for seamless collaboration and document sharing.
The Benefits of Using Board Software For Streamlined Board Meetings
Board meeting software offers a lot of distinct advantages:
- Centralized document management ensures every board member has immediate access to the latest agendas and critical documents, eliminating delays.
- The real-time collaboration feature enables directors to actively engage in discussions, annotate documents, and share notes, irrespective of their physical location, fostering a dynamic exchange of ideas.
- Security is paramount, and board portals incorporate robust measures such as data encryption and multi-factor authentication to safeguard sensitive information.
- Integration with cloud storage and eSignature solutions streamlines operations, optimizing efficiency.
- Additionally, the automation of meeting preparation and task management ensures a structured approach to board activities. In essence, board portals elevate board meetings by enhancing communication, security, and overall governance effectiveness.
If you consider adopting board portals, make a comparison of the best board software on the market, thoroughly check board software reviews, and consider the selection of features you’d need the most. These steps should guide you toward making the best choice for your business.