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Productive board meetings require a deliberate approach to managing meetings to ensure that you get the most out of every minute you’ve allocated for your gathering. This means staying on track making sure you avoid rabbit trails and other unnecessary detours, and reiterating agenda goals when necessary. It also involves having a clear timekeeper who keeps the agenda in motion and an individual who is assigned to take notes in detail so that everyone can review them later on.
Distribute all relevant materials and the agenda prior to the meeting so that participants are able to prepare. This will allow you to keep meetings on time and allow your discussions to begin when everyone is up to up to speed on the pertinent topics.
Limit the amount of time you spend on reports and routine items which can drag down conversations and make participants feel bored and disengaged. Instead concentrate on discussions about strategic issues and key topics that drive the company forward.
Recognize trends in your routine reports and convert them into tasks for the board to tackle during the meeting. This is a good way to energize your board members who will be tasked with resolving a particular issue rather than simply responding an issue.
Give your board members the opportunity to voice their opinions and opinions during the meeting. This will make them feel valued and heard and can allow for new ideas to be presented that would otherwise have gone overlooked.