How To: Plan A Board Of Directors Meeting

How To: Plan A Board Of Directors Meeting

Planning a board of directors meeting can not only be stressful, but extremely time consuming. Ensuring everything goes on not just smoothly, but extraordinarily, is key in order to impress all of the executives at your company. We have a list of some of the most important things to keep in mind when planning your next meeting.

Before the meeting:

Invite and confirm attendance.

As many executives have crazy schedules, it’s important to not just invite but also follow up with them about their attendance to the meeting. Keeping this on their (or their assistants) minds can ensure that everyone arrives on time and to the correct place. Confirming attendance 24 hours before is also vital for a successful meeting as you plan for who will and will not be in attendance to contribute.

Create an agenda and get it approved.

Often times the executives attending these meetings have very limited time. That’s why creating an agenda and having it pre-approved is a must. This gives the executives the opportunity to confirm that all things of importance get covered, as well as the time and place. We suggest sending your agenda at least one week in advance for approval, this gives you enough time to change things and send back for approval if necessary.

Send meeting materials.

After approval of the agenda, it’s important to send it, along with a couple other documents, to everyone in attendance. Often times sending previous meeting minute notes, copies of documents to be discussed and copies of reports can make the meeting more efficient which can be vital with a limited amount of time.

At the meeting:

Take minutes.

Although the thought of doing it may make you cringe, taking minutes is vital to a successful board meeting. They capture the essential information of a meeting – decisions and assigned actions. They keep attendees on track by reminding them of their role in a project and clearly define what happened in a group session. How many times have your colleagues been confused or in disagreement about what happened in a meeting? With minutes to refer to, everyone is clear.

After the meeting:

Send minutes.

It is essential to send your minutes to everyone in attendance. As stated above, this gives everyone the opportunity to take note of what duties were assigned to them and what they need to follow up on.

Record minutes for future use.

Keeping past meeting minutes accessible is vital to success. As you sent the minutes from the previous meeting for your upcoming one, it is very important to keep these somewhere organized so they can be reached at any time.

Although these are just essentials, you can always add some special touches like beverages and food to make everyone a little bit happier about attending.

We hope next time you are planning a board of directors meeting your mind will be just a little bit more at ease with the help of this simple checklist. Check back to our blog frequently for more information about checklists, transportation and upcoming Los Angeles events!