Meetings at board meetings are a huge responsibility that requires careful planning, a good pace, and an acute awareness of the amount of time used by board members. To help with this board management software such as a board portal will help you prepare agendas and other meeting materials ahead of time and make them more accessible to directors which can increase the number of participants in discussions, and enabling board members to review their decisions and directives in advance.
The first step is to clearly communicate the process of making decisions to the board. Being clear about the likelihood that your board will reach consensus, adopt voting or a different method for making decisions will ensure that everyone knows what is expected of them during the meeting. This also helps avoid confusion, such as when one director raises an issue that has been discussed in a previous meeting.
After the board has settled old business, the board will move on to new items on the agenda. Like all discussions it is crucial to respect the rights of other board members to speak. The chair should only allow one director to speak at a given time. The board chair also needs to lead the discussion by encouraging conversation and ensuring that the entire board is present.
The board will then vote on any business item that is new and records the results in the official meeting minutes. If a member is not satisfied with the result of a vote, they can ask to have it reconsidered. They may also request that the matter be sent to a committee for further investigation.