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The board meeting is a crucial occasion for your company to benefit from the knowledge and perspectives that Important People on your board bring to the table. If you let them be occupied with reading reports, filling out formalities and discussing procedural issues your board will depart the meeting with less than it could have.

The most effective board meetings are those that include productive discussions as well as concrete actions. Use these suggestions to make your meetings more effective.

Be aware of the schedules of your board members prior to your meeting. Start by using a tool like Doodle to find the most common open dates in the calendars of your board members. Once you have found the most appropriate time, call those who manage their schedules directly to confirm their availability.

The meeting will begin with an overview of the focus and key input that is sought. This could include a recap of highlights from the calls prior to the meeting and the board package.

Give your committee heads and department heads time and space to present important reports and updates. This will keep the board informed and current. Remember that the board might require a revisit or discussion of matters that weren’t resolved during the last meeting. It is helpful to assign a designated person from your team to follow up on these topics following the meeting. The board will also have to decide on the next steps that are important. The decision should be clearly outlined on the minutes with a deadline and expectations for each item.