An agenda that is well-designed for board meetings is an essential tool for efficient meetings. A well-designed agenda cannot ensure that meetings are productive or make good decisions. In order to achieve the desired results Board leaders must be aware of the common mistakes that impede the effectiveness of meetings, and take the necessary steps to avoid them.
A lot of subjects on the agenda can lead to rushed discussions, and not enough time is allotted for each item. Prioritize your agenda according to the urgency and importance. You could also consider deferring some topics to future board meetings or committee meetings to have a more extensive discussion.
Set specific time limits for each agenda item. This will ensure that your board stays on the right track and all concerns are taken into account. Be realistic with your time estimates and look at your past experiences of meetings that were on time to determine what is feasible in one meeting.
Share the board meeting agenda a few days, or at least 24 hours in advance of the meeting. This allows board members to review relevant documents in preparation for the meeting. Some organizations offer the form of sign-in to confirm the attendance.
Define clearly how decisions will be taken for each item on the agenda, for example through consensus or vote. This will lessen confusion during discussions. If a topic is controversial or a hot issue, make it clear that the board will vote unanimously instead of splitting votes.