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Board meeting preparation involves a lot of reading, taking notes, thinking/contemplating, and seeking out and asking for additional information. This work improves the overall effectiveness of the board as a decision-making body and lets them concentrate their time and energy on strategy, rather than on the minutiae of procedural issues. This also lessens the amount of frustration that directors feel during board meetings which are too long and have lots of information, but do not provide clear action steps.

The most effective way to prepare for a board meeting is to start by reviewing the agenda, particularly for the most important items, a few days before the meeting. Review the agenda of upcoming topics and prioritize each by relevance, urgency, and alignment with the company’s goals and strategies. To improve and finalize the top priorities, solicit input from your board chair or CEO. Then, create the meeting’s agenda so that the most pressing issues are discussed first, and then discussed in depth. This will allow the board to leave the meeting with an understanding of the decisions that need to be taken.

Also, make sure to include any updated information on the action tasks assigned during previous board meetings and ensure that all required information was given by the presenters. In addition, it is important to confirm that all participants will be able to access the meeting via phone, video or any other online platform. The board pack and agenda to all participants once they have been finalized. This should be done at least a week before the meeting to give participants time to read it and make any changes they feel are needed.