The preparation for your board meeting is a process that takes time. The most serious boards are about their meetings and ensure that they are conducted smoothly. They schedule meetings well in advance so that board members have time to accept (and hop over to this post about The Power of Virtual Data Rooms sometimes to negotiate) their calendars. Board members are usually busy and are on numerous teams and boards. It is important to coordinate with individual members and their assistants so that they are able to attend board meetings.
As part of the preparation for the board meeting, it’s essential to make sure you have the necessary items before the meeting. The agenda is sent out with the finalized agenda and board packet about a week prior the meeting. This will allow the Board Members to read and absorb all documents prior to attending the board meeting.
Lastly, the day before your board meeting it is recommended to schedule short phone calls with your Board Members or their assistants to ensure that they are prepared for the meeting. This will let you quickly deal with any issues, including whether there are updated PowerPoint slides that must be presented prior to the meeting.
A few minutes of reflection on your reasons for serving on the board is a great idea. This will help you stay focused during the board meeting. Also, make sure that you cover all of the relevant topics.