Conducting board meetings is a responsibility that requires attention to detail, careful pacing, and an awareness of the way in which board members’ time is spent. Tools for managing board meetings such as portals, can assist in these efforts by making it easier to prepare agendas and materials for meetings before the meeting date. This will increase the number of participants and allow board members to review directives and decisions in advance.

The first step is to clearly communicate the decision-making process to the board. Clearly identifying the likelihood that your board will reach consensus, vote or a different method of making decisions ensures everyone understands what they are expected to do during the meeting. This helps to avoid confusion when, for example the director raises an issue that was already discussed in a previous meeting.

After settling old business, the board moves to new items on the agenda. It is essential to respect the other board members’ rights to speak, just like any discussion issue. Only one director can speak at one time, and they must wait for their turn to be called on by the chair. The board chair must also manage the discussion, facilitating the discussion and ensuring that everyone on the board is involved.

The board decides on the new item of business and then records the results in the official meeting minutes. If a member isn’t satisfied with the result of the vote, they can request that it be reconsidered, or the matter be referred to a committee for further investigation.

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