Board meetings are a serious responsibility that requires careful planning, a steady pace, and an acute awareness of the time devoted by board members. Board management software tools such as portals, can aid in this endeavor by helping to prepare agendas and meeting materials prior to the time. This will increase the number of participants and allow board members to review decisions and directives in advance.

The first step is to clearly communicate the decision-making process to the board. Being clear about whether your board will reach agreement, or use voting or another method of making decisions makes sure everyone knows what is expected of them during the meeting. This helps to avoid confusion when, for instance a director brings up an issue that was addressed at a previous meeting.

After settlement of old business, the board will move on to new items on the agenda. Like all discussions, it’s important to respect the rights of the other board members to speak. The chair should allow only one director to speak at a given time. The chair of the board needs to steer the discussion by encouraging conversation and making sure that everyone on the board is participating.

The board votes on the new item of business and then records its decisions in the minutes of its official meeting. If a member is dissatisfied with the outcome of the vote, they may request it to be reconsidered. They can also request that the issue be referred to a committee for further investigation.