Board meetings provide an excellent opportunity for directors of nonprofit organizations to discuss a wide variety of issues. These topics may range from assessing organizational performance to discussing how the company should develop strategies for the future. Nonprofits frequently rely on advice of board members with diverse backgrounds and experiences to guide the organization toward success.
For a successful board meeting, it is essential that everyone is prepared and has read the relevant documentation prior to the time. The agenda should be drafted by a group and shared ahead of time to allow participants time to study the materials and prepare for discussions. Nothing makes a meeting ineffective more than having people scramble to understand key points simultaneously, so it is crucial that meeting agendas include sufficient information to allow participants to fully participate.
Establishing clear decision-making criteria and communicating them to all participants helps the board align discussions toward a common goal. This can prevent unnecessary discussions that consume the time of meetings and stops the board from achieving an agreement or deciding on important issues. Using technology tools for real-time collaboration can make it easier for board members to communicate and share documents, even when they are geographically dispersed.
The ideal mix of board members can help create an environment that is more productive and make meetings more lively. It is essential to select a mix of optimism and pessimism and age with youth and experience with new ideas. Changes in the location of the meeting or the time of day also boost the discussion. This is because it can alter the atmosphere of the room and help participants break out of their routines. In addition, assessing the effectiveness of meetings at least once per year is vital to make improvements. Each board member should be given two sticky note and ask them to rate their overall satisfaction of the meeting from + (what is working) to – (what needs improvement).