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A well-designed agenda is essential for efficient meetings. A well-designed agenda does not guarantee a productive meeting or decision. To get the desired results, board leaders must be aware of common errors that can hinder the effectiveness of meetings and act to avoid them.
The overflow of topics on the schedule can lead to rushed discussions and not enough time is given to each item. Prioritize your agenda according to urgency and importance. It is also possible to consider moving certain topics to future meetings of the board or committee to have a more thorough discussion.
Set time limits for each agenda item. This will allow your board to stay on track and ensure that all issues are given due consideration. Be realistic with your time estimates. Review past meetings that ran on time and determine what you can accomplish in one meeting.
Distribute the agenda of the board meeting a few days or 24 hour before the meeting. This gives the board members an opportunity to read relevant documents before an upcoming meeting. Some organizations also have a sign-in sheet to confirm the attendance of all attendees.
It is important to define clearly how decisions will be made for each item on the agenda, such as using consensus or voting. This will lessen confusion during the discussion. For example, if a issue is controversial, be sure to clarify that the board will take a unanimous decision rather than a split vote.
