The way the board meetings are conducted can have an influence on how productive and informative the discussions are. It is important to have clear expectations regarding the way meetings are conducted and how they are conducted.

Generally speaking, board meetings should not be dominated by reading from reports. Instead, the chairs of committees should go over their reports prior to the meeting and present them at the time of the meeting. The board will then discuss each report, and the information contained therein, within the context of the company’s goals.

Board members should be able to communicate openly and freely in order to have productive conversations. However, this also means that they have to respect the rights of others to speak in turn. Interrupting other board members, though there are exceptions, is generally regarded as unacceptable.

A common error is to bring up a problem or issue for discussion without having a clear recommendation about what the board should do. This can cause the conversation to be unfocused and too long. Start with a general concept and let everyone consider the pros and cons.

Having a board secretary or another experienced person take notes during the meeting could assist in ensuring that crucial information is not lost. It is essential to clearly communicate how the board will take its decisions, whether through the vote or consensus and who is responsible for the preparation of the minutes.

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