A well-designed agenda is essential for effective meetings. But an agenda on its own is not a guarantee of productive discussions or decisions. Board leaders should be aware of the most common mistakes that could hinder the effectiveness of meetings in order to achieve the desired outcomes.
A plethora of topics on the schedule can lead to rushed discussions and a lack of time is allotted for each item. Prioritize topics according to the urgency and importance. You may also think about postponing certain topics to future board meetings or committee meetings for a more in-depth discussion.
Set time limits for each item on the agenda. This will help keep your board on track and ensure that each issue is given proper consideration. Be realistic with your time estimates. Look at past meetings that were scheduled and determine what you can accomplish in one meeting.
Share the agenda of the board meeting a few days or at least 24 hour before the meeting. This gives the board members an opportunity to review relevant documents before the meeting. Some organizations also have a sign-in sheet that confirms the attendance of all attendees.
It is important to clearly define how decision-making will take place for each agenda item, for example by consensus or vote. This will help reduce confusion during the discussion. For example, if a issue is controversial, be sure to clarify that the board will make an unanimity decision, not a split vote.