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The agenda for the board meeting is one of the most important aspects of the success of a board meeting. A well-designed agenda for meetings can help keep the discussion focused and reduce time spent on unimportant topics. It will also ensure that the board members are prepared to engage in the issues at hand.
Before the board meeting, the executive team should concentrate on a few strategic topics they would like to get out of the meeting. This will help to avoid the risk of a rogue boardroom train and keep the discussion productive and relevant.
When the agenda for the board meeting is finalized the board administrator should distribute the agenda to all directors, making sure that they are able to read the agenda in advance of the meeting. This allows them to highlight key points and plan any questions they might have ahead of time. It also gives directors the opportunity to submit or review any reports they need to.
The general counsel or a designee should read any board materials that are prepared by management to make sure that they are consistent and mistakes. They should also check for a section listing attendees and draft language for the decisions that are required.
The chair should also be in touch with any directors or chairs of committees given action items from previous meetings, to make sure they’re on the right track. This is the best way to remain current on any developments and give a timely update.