A well-designed board meeting agenda is an essential tool to ensure efficient meetings. But, a meeting agenda alone will not guarantee productive discussions or the ability to make decisions. Board leaders should be aware of the common mistakes that can hinder the effectiveness of meetings to achieve the desired outcomes.
Including too many topics on the agenda leads to rushed discussion and lack of time to discuss each item. Prioritize items according to urgency and importance. You may also think about deferring some topics to future board meetings or committee meetings for a more in-depth discussion.
Give specific time limits to each agenda item. This will ensure that your board stays on the right track and all issues are considered. You must be realistic about your time estimates. Examine past meetings that ran contract management process includes on time and figure out what you can accomplish in a single meeting.
It is recommended to share the agenda of the board meeting a few days or at least 24 hours before the meeting. This gives board members an opportunity to review relevant documents prior to a meeting. Some organizations offer a sign-in form to confirm the attendance.
Clarify how the decision-making process will be carried out for each agenda item, for example by consensus or vote. This will lessen confusion during the discussion. If a topic is controversial or a hot button issue, make it clear that the board will vote unanimously instead of having split votes.