Creating a Well-Orchestrated Board Meeting Agenda

Your board meeting agenda can help you meet your goals and make meetings more productive. It sets the tone for the entire meeting, defines the topics that will be discussed and helps ensure that everyone is given the same chance to take part.

It’s crucial to distribute the agenda prior to the time to ensure that the attendees are aware of what’s coming and are prepared to participate. This allows attendees to have questions or feedback prior to the meeting. It is recommended that an individual with a complete understanding of your organization’s objectives and compliance requirements as well as the current business environment lead in crafting a well-structured board meeting agenda. This could be the founder of the company or the board chairperson.

Start the meeting with an announcement of the time and an overview of the previous meeting minutes. Include a section for reports from department heads or committees (eg. Governance committee report and finance committee report). It’s also a good idea to include an area for old business items (follow-ups or ongoing projects) and for new business items (proposals or strategic initiatives).

Don’t overdo it. Too much information can bog down participants and derail the flow of discussions. It is preferential to include more detail into a separate document that can be handed out to attendees who are interested later on, rather than to overload the agenda with unnecessary details or lengthy reports. The board chairperson will officially end the meeting after all issues open and any new business has been addressed.

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