The agenda is the plan that board members follow during the meeting, and it includes the work plan for the current and previous meeting. Additionally, carefully planning the agenda helps the board stay focused on a specific topic and follow the order of discussion points, which is what makes meetings run smoothly and be productive.

Why is a meeting agenda important?

A good agenda determines the flow of the meeting, keeping board members informed about the reason for holding the meeting. It also helps the meeting flow allow board members to discuss specific items and set strategic planning goals for the short and long term.

Planning a good agenda means that board members have set specific items to discuss before the meeting, and board members should receive the first draft of the agenda well in advance, in case someone wants to amend or add items.

The agenda helps board members focus on the tasks to be accomplished, making the meeting more productive. Furthermore, setting the agenda in advance and presenting it to board members eliminates all excuses related to agenda items that members might use to justify their absence from the meeting.

In 2013, the “Harvard Business Review” published an article titled “Welcome to a 72-Hour Work Week,” highlighting a study by the Creative Leadership Center in the United States, which surveyed a group of professionals, executives, and business owners in the U.S. and 36 other countries about the actual hours they spend working each week. Most responses indicated that their weekly working hours approached 72 hours. Some of them pointed out that meetings are a waste of time due to poor planning.

Best practices for meeting agendas:

There is no need to hold a monthly meeting; the goal of the meeting should be to uplift the value of the organization and its employees. For instance, if there are unnecessary items, the meeting can be postponed, and the items can be added to the next meeting.

–Planning the meeting in advance

Planning for the meeting should begin a full week before the scheduled time, allowing the chairperson or the person responsible for conducting the meeting to draw up a clear plan aimed at accomplishing what the board deems necessary and achieving the main goal of the meeting.

–Clear instructions before the meeting

Board members and the chairperson or the person responsible for conducting the meeting should arrive at the meeting location before the scheduled time and be ready to start the meeting. All parties involved in the meeting or guests must be informed of any instructions before the meeting or what they need to bring with them.

–Creating a culture of preparedness

The difference between a productive and an unproductive meeting lies in the culture adopted by the meeting participants. In fact, the behavior of the chairperson affects the other board members; often, the professionalism of the chairperson reflects on the other board members. Boards can create a culture of preparedness among their members by setting high expectations and striving to meet them as much as possible through practical experience during the meeting.

Moreover, boards that plan meetings in advance, allocate a specific time for the start and end of the meeting, and ensure adherence to the agenda send a clear message to the other board members that they should arrive on time and be fully prepared for the meeting. The chairperson should speak to any member who arrives late or violates instructions or forgets agenda items privately, politely informing them that poor behavior affects the behavior of other members.

–Adhering to the agenda

The chairperson should adhere to the scheduled time for the meeting and follow the agenda according to the specified timing for items, allowing all participants to express their opinions while trying to avoid unhelpful items. At times, some members may stray from the agenda, and at such times, the chairperson should make an immediate decision on the proposed idea and whether it is productive for the meeting. This leaves room for creativity and spontaneity among board members while respecting the time allocated for discussing all items.

–Follow-up on action items

It is essential to follow up on what was agreed upon in the meeting, which necessitates developing a process for tracking action items. It is necessary to allocate time at the end of the meeting to announce the items that have been agreed upon and how to follow up on them later, along with the specific timeline for their completion. The chairperson should also note the names of the members assigned to complete the tasks to ensure their completion. The chairperson can delegate specific individuals to take on the follow-up task.

How can the “Board Meeting” application facilitate an effective agenda?

There is an application that facilitates the planning of an effective and productive agenda automatically while saving a lot of time, as the BoardEffect website helps directors to hold an online meeting and invite all board members to attend a virtual meeting. Board members can see all messages from other members and request their inclusion in the agenda. The site allows the chairperson to attach all reports and documents in the appropriate place on the agenda to facilitate online browsing.

Meeting chairs can add some board messages with specific dates, and the site allows members to add annotations or stickers or draw on any document. Any member can download and print the board booklet to follow the agenda during the online meeting. This electronic portal is a valuable tool to assist the chairperson and board members in creating a culture of preparedness for meetings.

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Source: BoardEffect

Author: Nick Price