Board meeting preparation involves a lot of reading, taking notes, thinking/contemplating, and seeking out and asking for additional information. This helps improve the overall effectiveness of the board as a decision-making entity and lets them concentrate their attention and energy on strategy, rather than on procedural issues. This can also help reduce the level of frustration that directors feel when they attend meetings that are lengthy, have a large volume of information, and don’t provide clear actions.
The best way to prepare yourself for a meeting of the board of directors is to review the agenda well in advance and pay attention to the most important items. Review the list of upcoming topics and rank them according to importance, urgency, and alignment with the company’s strategic goals. To refine and finalize the top priorities, solicit input from your CEO or the chair of your board. Plan the agenda for the meeting to ensure that key questions are first discussed in depth. This will let the board leave the meeting with an knowledge of the critical decisions to be made.
Also, make sure to include any updates on the action items that were discussed during previous board meetings and ensure that all required information was given by the presenters. In addition, it is important to ensure that all participants will have access to the meeting via video, phone or other online platform. Send the board packet and agenda to all participants after they have been finalized. Ideally, this is done at least a week before the meeting to allow participants have adequate time to look over and request modifications.
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