The preparation for your board meeting is among the most important steps you can take to ensure the success of your meeting. A well run meeting will be a clear and efficient decision-making process and efficient use of time for everyone.
The agenda is the first step. The agenda should clearly identify the principal topics to be discussed as well as the decisions that need to be taken. It is also important that the materials for the meeting official site are distributed prior to the date of the meeting, typically within a week prior to the meeting, so that Board members and the participants have enough time to prepare for the meeting.
It is a good idea to call the participants in the meeting prior to the meeting to discuss any issues or clarify any information that might be missing. This allows the Board member to talk about any concerns they may have with the CEO or Management and to ask for additional information in preparation for the meeting. This can help reduce the number of questions that are asked at the meeting, and makes it more productive and efficient.
You should also do some research or study on any issues that could come up during the meeting. You can do this in a variety of ways, from asking the appropriate people for more information to contacting external sources. You’ll be more knowledgeable and be capable of asking more thoughtful intelligent questions that add value to the meeting.