Board meetings are a major responsibility that requires careful planning, a steady speed, and a keen awareness of the time spent by board members. To help with these tasks board management software like a board portal can facilitate the preparation of agendas and other materials for meetings before the time of the meeting and make them more accessible to directors in addition to increasing the number participants during discussions, and enabling board members to review decisions and instructions prior to the meeting.
The first step is to clearly communicate the process of making decisions to the board. By clearly stating if your board will rely on consensus or voting methods of making decisions, everyone will know what is expected at the time of the meeting. This helps to avoid confusion, for instance, if directors bring up an issue that was already discussed in a prior meeting.
After the resolution of old business, board then moves on to the next item on the agenda. As with all discussion topics it is crucial to respect the rights of other board members to speak. The chair should allow only one director to speak at any given time. The chair of the board must supervise the discussion, facilitating the conversation and ensuring all members of the board are involved.
The board then votes on any new business item and then records the results in the official meeting minutes. If a member is not satisfied with the outcome of the vote, they are able to ask to have it reconsidered. They can also request that the issue be transferred to a committee for further investigation.