It’s a rare meeting where the board of directors has enough time to accomplish everything it needs to, and having an established and focused board meeting agenda helps the board maximize accuracy, efficiency, and productivity. A board meeting agenda lists the items a board needs to discuss in chronological order during a board meeting.
Board meeting agendas include items for managing routine business and tackling special projects. This article gives an overview of the following:
A board meeting agenda serves as a roadmap for the board chair in conducting a board meeting. It lists the board meeting items the board needs to discuss in the order they need to discuss them.
A board meeting agenda will also contain the following elements:
In most cases, the board secretary will set the agenda for a board meeting, although any board member can do it. The secretary often puts the board meeting agenda together in collaboration with the board president. The secretary typically asks board members if they have any items they want to be added to the agenda. All this can be done within your board management system.
Primarily, board meeting agendas set the tone for a meeting and give the board direction. These agendas are of great value for the board chair when using Robert’s Rules of Order to facilitate the meeting. In addition, it assist the board secretary in writing up meeting minutes.
Here are some other advantages to using a board meeting agenda for every board meeting:
What should be included in a board meeting agenda? The structure of a typical board meeting agenda includes the following elements:
The parts of the agenda may be listed as numerals or Roman numerals to identify board items for discussion.
Boards often use a consent agenda to group routine items that must be voted on at every meeting into one agenda item. Consent agendas help to streamline board meetings and allow more time for other agenda items.
The board may also go into executive session at any time during the meeting. It’s common for boards that use executive sessions at every meeting to hold an executive session at the beginning or end of a board meeting. Executive sessions may also be held outside of a board meeting.
A focused agenda sets the stage for greater participation and engagement by the board. A clear, concise agenda assists the board chair in making sure the board addresses everything they need to.
The following list can serve as a checklist for creating a board meeting agenda:
Once the secretary creates the agenda, they should send it out to all members in enough time for them to review it and request additions, deletions, or changes. The final agenda helps the board chair keep the board meeting on track and moving along. After the chair calls the meeting to order, the agenda of a board meeting may be modified at the start of the meeting by board member request.
The prior meeting’s agenda serves as a template for the next meeting. The secretary should preplan the agenda by reviewing the past agenda and minutes, and asking board members for items or issues to be included. This reminds board members to prepare reports or other documents that need to be brought before the board.
Also, the board secretary should make sure the meeting space is available and has the necessary equipment to run the meeting.
Sample Board Meeting Agenda Template
ABC Nonprofit
Anytown, USA 12345
123 Main St. Suite A
Anytown, USA 12345
I. Call to Order
II. Approval of the Agenda
III. Approval of the Minutes
VI. New Business
VII. Comments and Announcements
Next meeting date is March 1, 2023
To save you the trouble of having to find a board meeting agenda template for your board to use, we have created a sample board meeting agenda template your board can use immediately. Our board meeting agenda sample can be used when the full board meets, as well as for committee work.
A well-planned agenda with a structured order is important for a successful board meeting. To keep discussions from going on way too long, the agenda should state the meeting end time, and the board chair should review the agenda before the meeting starts and have an idea of how much time the board can spend on various agenda items, so the meeting doesn’t run over time.
One of the benefits of an electronic agenda is that it’s easy to list a start time for each agenda item to help the board chair keep the meeting on track. This is a great strategy for reining in meetings that are taking too long or when the agenda includes items that require plenty of discussion.
The board agenda should be seen as a tool for doing board business in an efficient, fair, and productive manner. To be effective, use your board meeting agendas with consistency and fidelity.
If you would like to learn more about how BoardEffect can support your board agenda management, we’d love to speak with you! Request a demo and let us share how we help more than 5,000 boards in 48 countries.
BoardEffect, a Diligent solution, leads in providing innovative boardroom technology to nonprofit organizations. Serving 14,000 mission-driven organizations, Diligent empowers boards with tools to drive positive change. Our secure board management software streamlines operations, enhances governance practices, and enables confident decision-making. With BoardEffect, mission-driven organizations unlock potential, accelerate mission delivery, and make lasting impact in their communities.
Hospital board directors and trustees have historically served their duties without compensation. Recently, a few…
Good governance encompasses an array of issues. When corporate and organizational issues are going well,…
Data maturity is no longer a goal only for the corporate world. Nonprofits are similarly…