An organized agenda is vital for effective meetings. However, an agenda alone doesn’t guarantee a productive discussion or decisions. In order to achieve the desired outcomes Board leaders must be aware of the common mistakes that hinder the effectiveness of meetings and take steps to avoid them.
Including too many topics on the agenda leads to rushed discussions and insufficient time to discuss each item. Prioritize your agenda according to urgency and importance. You could also consider deferring some topics to future meetings of the board or committee to allow for more detailed discussion.
Set time limits for each item on the agenda. This will help your board stay on track and ensure that all issues are given the proper consideration. Be realistic with your time estimates and consider your previous experiences with meetings that ran on schedule to determine what is feasible within one meeting.
Share the agenda of the board meeting within a couple of days or at least 24 hours before the meeting. This gives board members the chance to review relevant documents before the meeting. Some organizations also provide a sign-in sheet that confirms the attendance of all attendees.
Define clearly how decision-making should occur for every agenda item, such as by consensus or voting. This will reduce confusion and miscommunication during the discussion. For instance, if a topic is controversial, it is important to make clear that the board will take an unanimity decision, not a split vote.